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02/20/2013 Agreement
AMY HEA VILIN CLERK OF THE CIRCUIT COURT DATE: February 8, 2013 TO: Sheryl Graham, Director Social Services ATTN: Kim Wilkes Wean, Senior Grants Coordinator FROM: Pamela G. Hanca. C. At the February 20, 2013, Board of County Commissioner's meeting the Board granted approval and authorized execution of Item C34 Low Income Home Energy Assistance Program Federally Funded Sub Grant Agreement Number 13 EA-0F11-54-01-019 between Monroe County Board of County Commissioners (Community Services /Social Services) and the State of Florida, Department of Economic Opportunity for the provision of funds to pay electric bills for low income clients. Enclosed are five duplicate originals, executed on behalf of Monroe County, for your handling. Please be sure to return two fully executed originals to our office for the Clerk's record and for the Finance Division. Should you have any questions, please feel free to contact my office. cc: County Attorney Finance File / CLERK) s OM9ce ' STATE OF FLORID: DEPARTMENT OF ECONOMIC: OPPORTUNITY C'FDA Number: 93.56S ORIGINAL Contract Number: 131 -- - OF- 11 -�4 -01 -019 FEDERALLY- FUNDED SUBGRANT AGREEMENT THIS AGREEMENT is entered into by the State of Florida, Department of Economic Opportunity, Nvith Headquarters in Tallahassee, Florida (hereinafter referred to as the "Department "), and Monroe County Board of County Commissioners, 1100 Simonton Street Suite 2 -257 Key West Florida 33040 (hereinafter referred to as the "Recipient "). THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS: A. The Recipient represents that it is hilly qualified and eligible to receive these �srant funds to provide the services identified herein; and B. The Department has received these grant funds from the State of Florida, and has the authority to subgrant these funds to the Recipient upon the terms and conditions below; and C. The Department has statutory authority to disburse the funds under this Agreement. THEREFORE, the Department and the Recipient agree to the following: (1) SCOPE OF WORK The Recipient shall perform the work in accordance with the Scope of Work (Attachment A), and Budget Summary and Workplan (Attachment J), of this Agreement. (2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES The Recipient and the Department shall be governed by applicable state and federal laws, rules and regulations, including those identified in Attachment B. (3) PERIOD OF .AGREEMENT This Agreement shall begin upon execution by both parties or March 1, 2013, whichever is earlier, and shall end March 31, 2014 unless terminated earlier in accordance with the provisions of Paragraph (12) of this A <sreement. (4) MODIFICATION OF CONTRACT Either party may request modification of the provisions of this Agreement. Chan�-es which are agreed upon shall be valid only when in writing, si,ned by each of the parties, and attached to the original of this Agreement. (5) R L CORDKELPI (a) A s applicable. Recipient's perti0rnuuuc unifier this A , rcemcnt shall be subject to the 1cdcral ('0111111011 Rule: Unifk)rm :administrative Rcquiremcnts tier State and Local Governments" (33 Fedcral Resister yO34) or (AM Circular No. A -1 1 U (now 2 CFR Part 313). "Grants and Agreements with histitutions of l lishcr I.:ducation. Hospitals. and Othcr Nonprofit Or�sanii.�tiuns." and either 0 113 Circular No.A-87 (now 2 CI R Part ' - 5), " C6st Principles for State and Local Governntcnts," OM 13 Circular No. A -31 (now 3 CFR Part 330), "Cost Principles for Educational Institutions," or OMB Circular No. A -132 (now 3 CFR Part 330), "Cost Principles for Nonprofit Organizations." If this Agreement is made with a commercial (tor- profit) organization on a cost - reimbursement basis, the Recipient shall be subject to Federal requisition Regulations 11.2 and 931.3. (b) The Recipient shall retain sufficient records to show its compliance with the terms of this Agreement, and the compliance of all subcontractors or consultants paid from funds under this Agreement, for a period of five years from the date the audit report is issued, and shall allow the Department or its designee, the State Chief Financial Officer or the State Auditor General access to the records upon request. The Recipient shall ensure that audit working papers are available to them upon request for a period of five years from the date the audit report is issued, unless extended in writing by the Department. The five year period may be extended for the following exceptions: I . If any litigation, claim or audit is started before the five year period expires, and extends beyond the five year period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved. 2. Records for the disposition of non - expendable personal property valued at $5,000 or more at the time it is acquired shall be retained for five years after final disposition. 3. Records relating to real property acquired shall be retained for five years after the closing on the transfer of title. (c) The Recipient shall maintain all records for the Recipient and for all subcontractors or consultants to be paid from funds provided under this Agreement, including documentation of all program costs, in a form sufficient to determine compliance with the requirements and objectives of the Budget and Scope of Work and all other applicable laws and regulations. (d) The Recipient, its employees or agents, including all subcontractors or consultants to be paid from funds provided under this Agreement, shall allow access to its records at reasonable times to the Department, its employees, and agents. "Reasonable" shall ordinarily mean during normal business hours of 5:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by the Department. (6) AUDIT REQUIREMENTS (a) The Recipient agrees to maintain financial procedures and support documents, in accordance with generally accepted accounting principles, to account for the receipt and expenditure of funds under this \ureement. (b) These records shall be available at reasonable times for inspection, review, or audit by state personnel and other personnel authorized by the Department. "Reasonable" shall ordinarily mean normal business hours of 8:00 a.m. to 5:00 p.m., local time. Monday tlu•ough Friday. (c) The Recipient shall pro%ide the Department with the records, reports or financial statements upon request for the purposes of auditing and monitoring the funds awarded under this Agreement. (d) If the Recipient is a state or local - ernmcnt or a non - profit organization as d ell lied in ONIB Circular A -133, and in the event that the Recipient expends S500.000 or more in Federal awards in its tiscal vicar, the Recipient must have a single or program- specific audit conducted in accordance with the provisions of 0%IB Circular A -133. EXHIBIT Ito this :agreement shows the Federal resources awarded through the Department by this Agreement. In determining the Federal awards expended in its fiscal year, the Recipient shall consider all sources of Federal awards, including Federal resources received from the Department. "rile determination of amounts of Federal awards expended should be in accordance with the �-uidelines established by OMB Circular A -133. An audit of the Recipient conducted by the :auditor General in accordance with the provisions of ONIB Circular A -133 will meet the requirements of this paragraph. In connection Nvith the audit requirements addressed in this Para�,raph 6 (d) above, the Recipient shall fulfill the requirements for auditee responsibilities as provided in Subpart C of OMB Circular A -133. If the Recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in accordance with the provisions of OMB Circular A -133 is not required. In the event that the Recipient expends less than $500,000 in Federal awards in its fiscal year and chooses to have an audit conducted in accordance with the provisions of OMB Circular A -133, the cost of the audit must be paid from non - Federal funds. (e) Send copies of reporting packages and any management letters issued by the auditor for audits conducted in accordance with ONIB Circular A -133 and required by subparagraph (d) above, when required by Section .330 (d), OMB Circular A -133, by or on behalf of the Recipient to the Department of Economic Opportunity at the following address: Department of Economic Opportunity Office of Audit Services 107 East Madison Street MSC 130 Tallahassee, Florida 32399 -4120 (also send an electronic copy to Ms. Ginny Helwig at: einny.helwig (a;deo.myforida.com Send the Sin«le Audit reporting package and Form SF -SAC to the Federal Audit Clearinghouse by submission online at I t tp:-/harvester.census. <,ov /fac /collect /ddeindex.lit ml And to any other Federal auencies and pass - through entities in accordance with Sections .320 (e) and (t), OMB Circular A -133. (f) Pursuant to Section .320 (t), OMB Circular A -133, the Recipient shall send a copy ofthe reporting package described in Section .320 (c), ON113 Circular A -133, and any management letter issued by the auditor. to the Department at the t011OWin1-1 addresses: Department of Economic Opportunity Office of the Inspector General 107 East Madison Street NISC 130 Tallahassee, Florida 32399 -4120 And Department of Economic Opportunity Division of Community Development Office of Housing and Community Development Community Assistance Section 107 East ]Madison Street MSC 400 Tallahassee, Florida 32399 -4120 (g) By the date due, send any reports, management letter, or other information required to be submitted to the Department pursuant to this Agreement in accordance with OMB Circular A -133, Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules of the Auditor General, as applicable. (h) Recipients should state the date that the reporting package was delivered to the Recipient when submitting financial reporting packages to the Department for audits done in accordance with OMB Circular A- 133 or Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules of the Auditor General, (i) If the audit shows that all or any portion of the funds disbursed were not spent in accordance with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to the Department of all funds not spent in accordance with these applicable regulations and Agreement provisions within thirty calendar days after the Department has notified the Recipient of such non - compliance. 0) The Recipient shall have all audits completed by an independent certified public accountant ( IPA), either a certified public accountant or a public accountant licensed under Chapter 473, Fla. Stat The IPA shall state that the audit complied with the applicable provisions noted above. The audit must be received by the Department no later than nine months frorn the end of the Recipient's tiscal ,ear. (7) REPORTS (a) The Recipient shall proN ide the Department with monthly reports, quarterly reports, and a close- Out report. These reports shall include the current status and progress by the Recipient and all subrecipients and subcontractors in completing the work described in the Scope of V'Fork and the expenditure of funds under this urcement. in addition to any other information rccluestcd by the Department. 4 (b) Monthly reports are due to the Department no later than the twenty -first day of each month IolloNving the end of the reportin-, month in which funds were expended. In the event the 1\vcilty -first day of the month falls on a weekend day or holiday, the monthly report shall be due no later than the next business day. (c) Quarterly reports are due to the Department no later than twenty -one calendar days after the end of each quarter of the program year and shall be sent each quarter until submission of the administrative close -out report. The ending dates for each quarter of the program year are March 31, June 30, September 30 and December 31. In the event the twenty -first day of the month falls on a weekend clay or holiday, the quarterly report shall be due no later than the next business day. (c) The close -out report is due forty -five calendar days after termination of this Agreement or forty- five calendar days after completion of the activities contained in this Agreement, whichever first occurs. In the event the forty -fifth day falls on a weekend day or holiday, the close -out report shall be due no later than the next business day. (d) If all required reports and copies are not sent to the Department or are not completed in a manner acceptable to the Department, the Department shall withhold further payments until they are completed or may take other action as stated in Paragraph (11) REMEDIES. "Acceptable to the Department" means that the work product was completed in accordance with the Budget and Scope of Work. (e) The Recipient shall provide additional program updates or information that may be required by the Department. (f) The Recipient shall provide additional reports and information identified in Attachment C. (8) MONITORING The Recipient shall monitor its performance under this Agreement, as well as that of its subcontractors and/or consultants who are paid from funds provided under this Agreement, to ensure that the Scope of Work and other performance goals are being achieved. A review shall be done for each function or activity in Attachment A to this A; *reement, and reported in the quarterly report. In addition to reviews of audits conducted in accordance with Paragraph (6) above, monitoring procedures may include, but not be limited to, on -site visits by Department staff, limited scope audits, and/or other procedures. The Recipient agrees to comply and cooperate with any monitoring procedures /processes deemed appropriate by the Department. In the event that the Department determines that a limited scope audit of the Recipient is appropriate, the Recipient agrees to comply with any additional instructions provided by the Department to the Recipient regarding such audit. The Recipient further agrees to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Financial Officer or .-Auditor General. In addition, the Department will monitor the perlbnnance and financial management by the Recipient throughout the contract term to ensure timely completion of all tasks. 0) 1-1.A13 (a) Unless Recipient is a state agency or subdivision, as defined in Section 768.28. Fla. Slat. the Recipient is solely responsible to parties it deals With Ill Cal 11'Ill" Out the terms of tllls Agreement, and shall hold the Department harmless against all claims of whatever nature by third parties arising troln the work perloniled under tills Agreement. For purposes of this A- , rcement, Recipient agrees that it is not an employee or agent of the Department, but is in independent contractor. (b) Any Recipient which is a state agency or subdivision, as defined in Section 768?4, Fla. Stat. agrees to be fully responsible for its negligent or tortious acts or omissions which result in claims or suits against the Department, and agrees to be liable for any damages proximately caused by its acts or omissions to the extent set forth in Section 763 28, Fla. Stat. Nothinu herein is intended to serve as a waiver of sovereign immunity by any Recipient to which sovereign immunity applies. Nothing herein shall be construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties in any matter arising out of any contract. (10) DEFAULT If any of the following events occur ( "Events of Default "), all obligations on the part of the Department to make further payment of funds shall, if the Department elects, terminate and the Department has the option to exercise any of its remedies set forth in Paragraph (11). However, the Department may make payments or partial payments after any Events of Default without waiving the right to exercise such remedies, and without becoming liable to snake any further payment: (a) If any warranty or representation made by the Recipient in this Agreement or any previous agreement with the Department is or becomes false or misleading in any respect, or if the Recipient fails to keep or perform any of the obligations, terms or covenants in this Agreement or any previous agreement with the Department and has not cured them in timely fashion, or is unable or unwilling to meet its obligations under this Agreement; (b) If material adverse changes occur in the financial condition of the Recipient at any time during the term of this Agreement, and the Recipient fails to cure this adverse change within thirty calendar days from the date written notice is sent by the Department. (c) If any reports required by this Agreement have not been submitted to the Department or have been submitted with incorrect, incomplete or insufficient information, (d) If the Recipient has failed to perform and complete in timely fashion any of its obligations under this Agreement. (1 1) REMEDIES If an Event of Default occurs, and the Department provides written notice to the Recipient, the Department may exercise any one or more of the folloNvinu remedies, either concurrently or consceutivCk.: (a) I el'Illinatc tills A`_rcelllent IC the 1Zcclplcnt has Ilot cured the CICtlUlt Within thlrly Calendar d:lys of receipt of'\Nritten notice ofan Event of Default: (b) Begin an appropriate legal or equitable action to c11101 - cc perfi of'this Agreement: M (c) Withhold or suspend payment ofall or any part ofa request for payment: (d) ExerclSe any colTectivc or remedial actions, to include but not be limited to: 1. request additional information from the Recipient to determine the reasons tier or the extent of non - compliance or lack of performance, 2. issue a written warning to advise that more serious measures may be taken if the situation is not corrected, 3. advise the Recipient to suspend, discontinue, or refrain from incurring costs for any activities in question, or 4. require the Recipient to reimburse the Department for the amount of costs incurred for any items determined to be ineligible; (e) Exercise any other rights or remedies which may be otherwise available under law. Pursuing any of the above remedies will not keep the Department from pursuing any other remedies in this A or provided at law or in equity. If the Department waives any right or remedy in this Agreement or fails to insist on strict performance by the Recipient, it will not affect, extend or waive any other right or remedy of the Department, or affect the later exercise of the same right or remedy by the Department for any other default by the Recipient. (12) TERMINATION (a) The Department may terminate this Agreement for cause with thirty calendar days written notice. Cause can include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations, failure to perform in a timely manner, failure to cure an Event of Default within thirty calendar days from receipt of the notice, or refusal by the Recipient to permit public access to any document, paper, letter, or other material subject to disclosure under Chapter 119, Fla. Stat as amended. (b) The Department may tenninate this Agreement for convenience or when it determines, in its sole discretion, that continuing the Agreement would not produce beneficial results in line with the further expenditure of funds, by providing the Recipient with thirty calendar days prior written notice. (c) The parties may agree to tenninate this Agreement for their mutual convenience tlm a written amendment of this Agreement. The amendment shall state the effective date of the termination and the procedures for proper closeout of the Agreement. (d) If the Department issues a notice of Event of Default, the Recipient sliall not incur new oblivations during the thirty day cure period. If the Department determines that the Recipient has cured the Excnt of Default within the thirty day cure period, the Department will provide notice to the Recipient that it may resume incurring, uexv obligations. Costs incurred for new obli�,ations after receipt of the notice of Event of Default will lie disallowed. 'file Recipient shall not lie relieved of liability to the Department because of any breach of this Agreement by the Recipient. Tlie Department may, to the extent authorized by law, withhold payments to the Recipient for the purpose of set -off until the exact amount of damages due the Department tiom the Recipient is determined. (13) NOTICE :AND CONTACT (a) All notices provided under or pursuant to this Agreement shall he in writing delivered, by standard mall or electronic methods, to the representative identified below at the address and eniall set forth below and said notltication attached to the original of this Agreement. (b) "The name and address of the Division contract mana-er for this Agreement is: Paula Lemmo, Community Program Manager Department of Economic Opportunity Division of Community Development Office of Housing and Community Development Community Assistance Section 107 East Madison Street NISC 400 Tallahassee, Florida 32399 -4130 Email: paula.lemmo at deo.mytlorida.com (c) The name and address of the Representative of the Recipient responsible for the administration of this Agreement is stated in Attachment I, Recipient Information, of this Agreement. (d) In the event that different representatives or addresses are designated by either party after execution of this Agreement, notice of the name, title and address of the new representative will be provided as stated in (13)(a) above. (14) SUBCONTRACTS If the Recipient subcontracts any of the work required under this Agreement, a copy of the unsigned subcontract must be forwarded to the Department for review and approval before it is executed by the Recipient. The Recipient agrees to include in the subcontract that (i) the subcontractor is bound by the terms of this Agreement, (ii) the subcontractor is bound by all applicable state and federal laws and regulations, and (iii) the subcontractor shall hold the Department and Recipient harmless against all claims of whatever nature arising out of the subcontractor's performance of work under this Agreement, to the extent allowed by law. The Recipient shall document in the quarterly report the subcontractor's progress in performing its work under this Agreement. For each subcontract, the Recipient shall provide a written statement to the Department as to whether that subcontractor is a minority vendor, as defined in Section 2S8.703, Fla. Stat (1 5) TERMS AND CONDITIONS This Agreement contains all the terms and conditions agreed upon by the parties. (16) ATTACHMENTS (a) AH attachments to this Agreement are incorporated as if;ct out fully. (b) In the event of any inconsistencies or conflict hetween the language of this :Agreement and the attachments, the language of the attachnicnts shall control, but only to the cxtcnt of the conflict or inconsititcncv. (c) Phis Agreement has the iiillowing attachments (check all that are applicable): Exhibit I - Funding Sources :Attachment A - Scope of Work 0 Attachment B - Program Statutes and Rc ❑< :Attachment C - Reports ❑ :attachment D - Property Management and Procurement 0 :attachment E - Statement of Assurances ❑ Attachment F - Special Conditions Z :Attachment G - Warranties and Representations ❑ Attachment H - Certification Regarding Debarment ® Attachment I - Recipient Information 0 Attachment J - Budget Summary and Workplan ® Attachment K - Budget Detail ® Attachment L - Multi- County Fund Distribution ® Attachment M - Justification of Advance Payment (17) FUND ING, %CONSIDERATION (a) This is a cost - reimbursement Agreement. The Recipient shall be reimbursed for costs incurred in the satisfactory performance of work hereunder in an amount not to exceed $ 245,491, subject to the availability of funds and appropriate budget authority. Until the Department provides further notice to the Recipient, however, the Recipient is only authorized to incur costs in an amount not to exceed $ 95,742 . As funds and budget authority are available, changes to the costs the Recipient may incur will be accomplished by notice from the Department to the Recipient by written notice to the Recipient's contact person identified in Attachment 1, Recipient Information. The terms of the Agreement sliall be considered to have been modified to allow the Recipient to incur additional costs upon the Recipient's receipt of the written notice from the Department. (b) Any advance payment under this Agreement is subject to Section 216.181(16), Fla.Stat. and is contingent upon the Recipient's acceptance of the rights of the Department under Paragraph (12)(b) of this Agreement. The amount which may be advanced may not exceed the expected cash needs of the Recipient within the First two (2) months of the contract ten Any advance payment is also subject to federal OMB Circulars A -87 (now 2 CFR Part 225), A -I 10 (now 2 CFR Part 215), A -122 (now 2 CFR Part 230) and the Cash Mana-ement hnprovement Act of 1990. If an advance payment is requested, the budget data on which the request is based and a justification statement shall be included in this Agreement as Attachment AI. Attachment M will specify the amount of advance payment needed and provide an explanation of the necessity for and proposed use of these funds. (c) Niter the initial advance, if any, payment shall be made on a reimbursement basis. 'fie Recipient aurees to expend funds in accordance with the Scope of Work (:attachment A), and Administrative and Outreach Expense Budget Detail (Attachmcnt K), of this Agreement. If the necessary funds are not available to fund this :\`arccnlcnt as a result of action by the United States Congress, the federal Office of Mana«ement and [3udI-Ictin!_, the State Chief Financial Officer, or under Subparagraph (19)(h) of this Agreement, all obligations on the pail ofthe Department to make any further payment of funds shall terminate, and the Recipient shall submit its closeout report within thirty calendar days of receiving notice from the Department. (18) REPAY%IENT All refunds or repayments to be made to the Department under this Aggreement are to be made payable to the order of "Department of Economic Opportunity" and mailed directly to the Department at the following address: Department of Economic Opportunity Division of Community Development Office of Housing and Community Development Community Assistance Section 107 East Madison Street M SC 400 Tallahassee, Florida 32399 -4120 In accordance with Section 215.34(2), Fla. Stat. if a check or other draft is returned to the Department for collection, Recipient shall pay to the Department a service fee of Fifteen Dollars ($15.00) or Five Percent (5%) of the face amount of the returned check or draft, whichever is greater. (19) MANDATED CONDITIONS (a) The validity of this Agreement is subject to the truth and accuracy of all the information, representations, and materials submitted or provided by the Recipient in this Agreement, in any later submission or response to a Department request, or in any submission or response to fulfill the requirements of this Agreement. All of said information, representations, and materials are incorporated by reference. The inaccuracy of the submissions or any material changes shall, at the option of the Department and with thirty calendar days written notice to the Recipient, cause the termination of this Agreement and the release of the Department from all of its obli to the Recipient. (b) This Agreement shall be construed under the laws of the State of Florida, and venue for any actions arising out of this Agreement shall be in the Circuit Court of Leon County. If any provision of this Agreement is in conflict with any applicable statute or rule, or is unenforceable, then the provision shall be null and void to the extent of the conflict, and shall be severable, but shall not invalidate any other provision of this Agreement. (c) Any power of approval or disapproval granted to the Department under the ternis ofthis \ureemcnt shall sun ive the term of this :Agreement. (d) This Agreement may he exccutCd in anv numhcr of counterparts. any one of which may be taken as an original. (c) fhe Recipient agrees to comply wit lit he Anlcricans With DisabiIitics Act (Public l.a\v 101 -136, 42 U.S.C. Section 12101 ct sec l.) and the Florida Civil Rights and Fair [lousing Acts (sections 760.01 — 716037, Florida Statutes), \t hich prohibit discrimination by public and private entities on the basis of disability in employment, public accommodations, transportation, state and local government services, and telecommunications. (t) A person or organization who has been placed on the convicted Vendor list following a conviction for a public entity crime or oil the discriminatory vendor list nlay not submit a bid on a contract to provide any goods or scr ices to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of S25,000.00 for a period of 36 months from the date of being placed on the convicted vendor list or on the discriminatory vendor list. (g) Any Recipient which is not a local government or state agency, and which receives funds under this Agreement from the federal government, certifies, to the best of its knowledge and belief, that it and its principals: 1. are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by a federal department or agency; 2. have not, within a 3 -year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 3. are not presently indicted or otherwise criminally or civilly charged by a governmental entity (federal, state or local) with commission of any offenses enumerated in Paragraph (I 9)(g)2. of this certification; and d. have not within a 3 -year period preceding this Agreement had one or more public transactions (federal, state or local) terminated for cause or default. If the Recipient is unable to certify to any of the statements in this certification, then the Recipient shall attach an explanation to this Agreement. Z In addition, the Recipient shall send to the Department (by email or by facsimile transmission) the completed "Certification Regarding Debarment. Su,pension. lneli`_ibility and Voluntary Exclusion" (Attachment 11) for each intended subcontractor which Recipient plans to find under this : ureenient. Such Corm must he reeei%ed by the Department before the Recipient enters into a contract �� itil any Subcontractor. (11) l'he State of Florida's perlornlancc and ubliUation to pay under this Agreement is continurent upon an annual appropriation by the Legislature, and subject to any modification in accordance with Chapter 216, Fla. Stat or the Florida Constitution. (1) all bills for fees or other compensation for services or expenses shall be submitted in detail sufficient for a proper preaudit and postaudit thereof. Ij) Any bills for travel expenses shall be submitted in accordance with Section 112.061, Fla. Stat (k) The Department of Economic Opportunity reserves the right to unilaterally cancel this Agreement if the Recipient refuses to allow public access to all documents, papers, letters, or other tnaterial subject to the provisions of Chapter 119, Fla. Stat which the Recipient created or received under this Aureement. (1) If the Recipient is allowed to temporarily invest any advances of funds under this Agreement, any interest income shall either be returned to the Department or be applied against the Department's obligation to pay the contract amount. (m) The State of Florida will not intentionally award publicly - funded contracts to any contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act ("INA The Department shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the Recipient of the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement by the Department. (n) The Recipient is subject to Florida's Government in the Sunshine Law (Section 286.011, Fla. Stat. with respect to the meetings of the Recipient's governing board or the meetings of any subcommittee making recommendations to the governing board. All of these meetings shall be publicly noticed, open to the public, and the minutes of all the meetings shall be public records, available to the public in accordance with Chapter 119, Fla. Stat. (o) All unmanufactured and manufactured articles, materials, and supplies which are acquired for public use under this Agreement must have been produced in the United States as required under 41 U.S.C. I Oa, unless it would not be in the public interest or unreasonable in cost. (20) LOBBYING PROHIBITION (a) No funds or other resources received from the Department under this Agreement may be used directly or indirectly to influence legislation or any other official action by the Florida Le��islature or any state agency. (b) 'file Recipient certifies, by the authorized representative's signature to this Agreement, that to the best of its knowledge and belief: 1. No Federal appropriated finds have been paid or will be paid, by or on behalf of the Recipient. to any person for intlucncing or attempting to influence an officer or employee of any agency. it Member of Congress, an of iccr or employee of Congress, or an emplo%ec of a Member of C'onuress in ,-orinectlon with the awarding of'a11y Federal contract, the nlakim, of any Federal grant, the making of any Federal 1 2 loan, the entering, into of ally cooperative agrecment, and the cxtensioti, continuation, renewal, amcndnicnt or modification of any Federal contract, ,rant, loan or cooperative agreement. ?. If any funds other than Federal appropriated funds have been paid or xvill be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan or cooperative agreement, the Recipient shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying." 3. The Recipient shall require that this certification be included in the award documents for all subawards (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than S 100,000 for each such failure. (21) COPYRIGHT, PATENT AND TRADEMARK ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF FLORIDA. ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE RECIPIENT TO THE STATE OF FLORIDA. (a) If the Recipient has a pre - existing patent or copyright, the Recipient shall retain all rights and entitlements to that pre - existing patent or copyright unless the Agreement provides otherwise. (b) If any discovery or invention is developed in the course of or as a result of work or services performed under this Agreement, or in any way connected with it, the Recipient shall refer the discovery or invention to the Department for a determination whether the State of Florida will seek patent protection in its name. Any patent rights accruing under or in connection with the performance of this Agreement are reserved to the State of Florida. If any books, manuals, films, or other copyrightable material are produced, the Recipient shall notify the Department. Any copyrights accruing, under or in connection with the performance under this Agreement are transferred by the Recipient to the State of Florida. (c) Witllin thirty calendar days of execution of this Agreement, the Recipient shall disclose all intellectual properties relating to the performance of this Agreement which Recipient knows or should know could uive rise to a patent or copyright. The Recipient shall retain all rights and entitlements to any pre - existing, intellectual properly which is so disclosed. Fallu►'C to disclose will indicate that no such property exists. The Uepartmellt shall then, under Paragraph (b). have the right to all patents and copyrights which accrue during performance of the :Nurcemcnt. 13 (22) LEGSAL :AUTIIORIZ. The Recipient certifies that it has the legal authority to receive the funds under this Aurcement and that its governing bodv has authorized the execution and acceptance of this Agreement, The Recipient also certifies that the undersigned person has the authority to legally execute and bind Recipient to the terns of this Agreement. (23) :ASSURANCES The Recipient shall comply with any Statement of Assurances incorporated as Attachment E. 14 s 'Gk "1'E OF FLORIDA DEPARTMENT OF ECONOMIC OPPORTUNITY FEDERALLY FUNDED SUBGRANT AGREENIE:NT SIGN,%.TURE PAGE IN WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized officers on the day, month and year set forth below. RECIPIENT C1MMMEMa11411 1 DEPARTMENT OF ECONOMIC OPPORTUNITY iAOU COUNTY SOMA Oe Cow-S coN0155fo S (TALe- me of cipient) B Ge.o 2 �2u, ems' Mai 02. (Ty e Name an Title Here) f ) n / / , g Date: '59 — 6000749 Federal Identification Number 0738 0757 DUNS* Number *Data Universal Numbering System (SEAL) A H LIN, GLERlC B t7rPi� G L9aC3�C AS PEDRO J �� •P,; ^ ASSIST :.;.Y Ken Reecy, Assistant Director Division of Community Development Date: � A &Q Approved as to form and legal sufficiency, subject only to full and proper execution by the parties. Office of the General Counsel Department of Economic Opportunity �J By: Approved Date t �'6 15 I N 0 w - v a 3 J EXHIBIT I FUNDING SOURCES THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO TI IE RECIPIENT UNDER THIS :AGREEMENT: Separately list the for each . fideral ]WO "ranu fi Which the resvuu•ces awardrd to the Recipient originate: Federal Program Federal Agency: U.S. Department of Health and Human Services Catalog of Federal Domestic Assistance Title and Number: Title: Low Income Home Energy Assistance Program CFDA #: 93.568 Grantee: Monroe County Board of County Commissioners Award Amount: 5245,491 THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES Compliance Requirement Program 1. First applicable compliance requirement (e.g. eligible activities, Low Income Home Energy services or commodities): Assistance Program The Recipient will use the LIHEAP funds to provide energy payment assistance to low income consumers. These funds will be expended in accordance with the Scope of Work (Attachment A), Program Statutes and Regulations (Attachment B), Budget Summary and Workplan (Attachment J), applicable OMB Circulars and the FY 2013 LIHEAP State Plan. ?. Second applicable compliance requirement (c.,g. eli(ibilitv� Low Income Home Energy Regnirentents• ,fin recipients ofthe federal resources): Assistance Program The Recipient will comply with applicable OMB Circulars and eligibility requirements as set forth in U.S. Department of Health and Human Services re(- codified in: Title 45 of the Cede of Federal Regulations, part 96 - Block Grants, and Title 31 of the Code of Federal Regulations, part 205 - Cash Manal-lenient Improvement :pct of 1990. \UTL': Fir It" 1cr inclndOI in 1:.Vlril)it 1, SIVIiort .-lull /d) o 0.118 Cir n•.t - i i r�ciuirc.c, and for Stcuc' projrcv.S irrcludC11 ill I Xhibit 1. SLVtir,rr I'luridct .5'nuntc c, rc grrirL.c lure irr /i,rnration in l:.�hibit l lu l,r 1u of idcd n, the Recipic nt. 16 F1' 2013 LIHEAP AGREENIEN'C xrr,kC11.NIENT A SCOPE OF NYORK The Recipient shall comply with the following requirements, and if applicable, shall ensure all subcontracts require compliance with the following requirements: A. Program Requirements (1) Conduct outreach activities designed to ensure that eligible households, especially households with elderly or disabled individuals, young children and those with the highest percentage of their income required to pay for their home energy are made aware of the assistance available under this Agreement. (2) Make home visits to home -bound clients, especially the elderly or disabled, for completion of the program application or eligibility determination when other assistance is not adequate. (3) The Recipient shall make payments to vendors on behalf of eligible applicants with the "highest home energy needs and lowest household income," which will be determined by taking into account both the energy burden and the unique situation of such households that results from having members of vulnerable populations, including very young children, the disabled, and frail older individuals. (4) The Recipient shall enter into a Memorandum of Understanding (MOU) with all Weatherization Assistance Prourams (WAP) in their service area. The MOU shall detail cooperative efforts and shall describe the actions that will be taken by both parties to assure coordination, partnership and referrals. The MOU shall be reviewed and renewed at least every five years. The Recipient, in coordination with the local WAP agency, shall develop a system by which LIHEAP applicants who have received more than three LIHEAP benefits in the last eighteen months and who are homeowners, are referred to the WAP provider. The Recipient shall maintain records sufficient to document referrals. (5) The Recipient shall enter into a Memorandum of Understanding (MOU) with service area Emergency Home Energy Assistance for the Elderly Program (EHEAP) providers. The MOU will ensure coordination of services, avoid duplication of assistance, and increase the quality of services provided to elderly applicants. The MOU shall be reviewed and renewed at least every five years. The MOU shall detail how LIHEAP and EHEAP records (for households with elderly members) will be checked to avoid duplicate crisis assistance payments during the same season. The Recipient shall maintain records sufficient to document coordination. (6) The Recipient shall maintain a written policy and implement procedures to secure applicants' social security numbers in order to protect their identity. At a minimum, this policy shall address the handling of both paper and electronic records and files. (7) Recipients serving nuilti- county areas shall provide the Department with a description of how direct client assistance funds will be allocated among the counties. The allocation methodolol- must be 17 teased at lust in part on the 150 , of poverty population within each of the counties served. This intur►nation must be reported in Attachment L to this A(-Yreement. (S) When L1I IEAP funds are not available or are insufficient to meet the emergency home energy needs of an applicant, the Recipient shall assist the applicant to secure help through other community resources. (9) 'File Recipient shall agree to treat owners and renters equitably under the Agreement. (10) 'File Recipient shall develop and implement a written policy and procedure to assure that all cnerl-ly assistance payments made to energy vendors comply with the requirements of Attachment A, Section D of this Agreement. (1 I) The Recipient shall define in a written policy what criteria and verification will be used to determine if a household has a "home energy crisis" and is eligible for crisis assistance. 'The policy must encourage households to seek assistance prior to incurring non - energy penalties such as disconnect reconnect fees, additional deposit, interest or late payment penalties. (12) The Recipient shall not charge applicants a fee or accept donations from an applicant to provide LIHEAP benefits. This policy must be posted in a prominent place where it is visible to all applicants and include the following language: No money, cash or checks, shall be requested or received from customers in a LIHEAP office. If an employee asks for money, report this to the agency Executive Director or Department Head. (13) The Recipient shall be in a location and operate during hours available to clients. (14) The Recipient shall refund, with non - federal funds, to the Department, all funds incorrectly paid on behalf of clients that cannot be collected from the client. (1 5) The Recipient shall have appropriate staff attend training sessions scheduled by the Department to cover LIHEAP policies and procedures. (16) The Recipient shall furnish training for all staff members assigned responsibilities within the program. (17) The Recipient shall take applications when it has a signed Agreement and adequate funding, and continue taking applications until the Agreement expires or funds are exhausted, whichever comes t irst. (1 S) The Recipient shall have adequate procedures in place to ensure that LIHEAP funds are appropriately budgeted and expended to sufficiently allow for energy assistance benefits in both the heating and cooling seasons. (19) The Recipient shall comply with the Federal Financial Accountability and Transparency Act (FFATA). This includes securing a Dun and Bradstreet Numbering System (DUNS) number ( �%ww.dnb.com ) and maintaining an active and current profile in the Central Contractor Registration (CCR) ( %vxvw.ccr. , _ , o% ). IS 13. Customer Services and Benefits ( I ) Make LIHEAP home energy non- crisis assistance payments based on a state- provided payment matrix and worksheet. The payment amount is based on the household's income level as compared to the national poverty guidelines. This takes Into account both gross Income and family size. (2) The following, nlaxlmun] benefits will be available to eligible households: (a) One non - crisis benefit per twelve month period, (b) One summer season home energy crisis benefit between April 1 and September 30 each year: and (c) One winter season home energy crisis benefit between October 1 and March 31 each year. (3) Based on local need for LIHEAP services and other non - LIHEAP energy assistance resources in their service area, the Recipient may limit crisis benefits to less than those stated in subsection (2) above. (4) Determine the correct amount of each crisis benefit based on the minimum necessary to resolve the crisis, but not more than the maximum set by the Department. The maximum crisis benefit for this contract period is $600.00 per household per season as set forth in subsection (2) above. (5) When the applicant is not in a life threatening situation, take actions that will resolve the emergency within forty -eight hours of the application approval for a crisis benefit. (6) When the applicant is in a life threatening situation, take actions that will resolve the emergency situation within eighteen hours of the application approval for a crisis benefit. (7) Make home energy payments within thirty calendar days from the date the application is approved. (S) The Recipient shall, within fifteen working days of receiving the client's application, furnish in writing to all applicants a Notice of Approval which includes: the type and amount of assistance; the name of the energy vendor to be paid on their behalf; and the next date when the applicant will be eligible to apply for assistance. (9) Recipients shall have written applicant appeal procedures that provide an opportunity for a fair administrative hearing to individuals whose applications for assistance are denied or whose applications are not acted upon with reasonable promptness. "Reasonable promptness" shall be defined as within fifteen working days of receiving the client's application. Any applicant denied LIHEAP services must be provided a written notice of the denial. At a minimum, the written Notice of Denial and :'Appeals shall contain: the reason(s) for the denial; the appeal process, an explanation of under what circumstances the client may reapply: what information or documentation is needed for the person to reapply; the name and address to whom the re- application or appeal should be sent, and the phone number of the Recipient. Appeal provisions shall also be posted in a prominent place within the oftice where they are available to all applicants. f P)) The recipient will compare L111FAP records and Finergency I lone Energy ,Assistance tier the [:Iderly Pro (FI lL_IAP) records for households with elderly members to axoid duplicate crisis assistance payments during, the salve eligibility period. 1 O (1 1) '['he Recipient shall be responsible for maintaining and implementing written policies and procedures for determining the eligibility ofthe clients applying for the I_111EAP program. Client eligibility shall be based on the following factors: (a) The Recipient may only assist households who are or were residing in their LIHEAP service area at the time the home energy costs were incurred. (b) The client must complete an application and return all required information and verification to the Recipient or subcontractor while funds remain available. (c) The client must provide a fuel bill for home energy or provide other documentation verifying an obligation to pay for home energy costs. (d) The client must have a total gross household income of not more than 1 50 °'0 of the current OMB federal poverty level for their household's size. (e) For applicants receiving Supplemental Nutrition Assistance Program (SNAP) or Supplemental Security Income (SSI), program qualification approvals or notifications may be used to document household size and income. However, the household income eligibility and the benefit levels are the same as other applicants. (f) To receive crisis assistance, the applicant must have a verifiable home energy crisis. (g) If the applicant lives in government subsidized housing, the Recipient shall determine if all or part of the applicant's utility costs, are paid directly or indirectly by the government and take the following actions: 1. Applicants are not eligible for assistance if their home heating and cooling costs are totally included in their rent and they have no obligation to pay any portion of the costs. 2. For Crisis Assistance Only If the applicant receives an energy subsidy through Section 8 or a Public Housing Authority, then the Recipient must subtract the amount of the subsidy available to the applicant during the period covered by the utility bill from the allowable LIHEAP crisis benefit calculated for the household. 3. The applicant is eligible for non - crisis, home energy assistance with no deductions at the same level as other applicants. (12) The applicant must not reside in a group living facility or a home where the cost of residency is at least partially paid through any foster care or residential program administered by the state. (13) The client must not be a student living in a dormitory. C. Customer Records "The Recipient shall maintain a separate file for each 1- 111EAP applicant that Includes at least the 161lowing information: ( 1 ) .\pplic:anCs name, address, sex. agre; (2) Names. a�_es and current identitication documentation (no more than one year expired) of all household members; '1U (WSocial SeCUCIty N Unlbel'S and documentation ofthat number liar all hod►schold members (some exceptions may apply and will be outlined by the Dcpartlnent); (4) Income amount and method of verification for all household members; (�) Income documentation to support eligibility and is representative of the applicant's current economic situation; (6) Statement of self- declaration of income if applicable; (7) A signed statement of ]low basic living expenses, such as food, shelter and transportation, are being provided if the total household income is less than _50 of the current Federal Poverty Guidelines and no one in the household is receiving SNAP assistance. (8) Copies of approval or denial letters provided to the applicant, (9) Documentation of disability income or physician's statement if preference is given due to a disability. (10) Documentation of applicant's obligation to pay the energy bill for the residence in which they reside. (11) All LIHEAP assistance applications must be signed by the applicant and by the Recipient's representative and supervisory staff. D. Enemy Vendor Relations The Recipient shall negotiate and maintain written agreements (the "Vendor Agreement "), with home energy suppliers which shall at a minimum include: (i) The beginning and ending date of the agreement. (2) The Vendor Agreement must include a process for identifying the Recipient's representatives authorized to resolve a crisis situation and make a payment commitment on behalf of the Recipient. (3) The Vendor Agreement must include a process for identifying the Vendor's representatives authorized to resolve a crisis. (4) A description of how energy payments will be made directly to the vendor on behalf of the LIHEAP eligible applicant. In cases where no vendor agreement exists, the payment shall be made to the applicant in the form of a two -party check made payable to the applicant and vendor. This procedure shall be used only in rare special circumstances, according to the Recipient's purchasing policies and only \tiith written approval of the Recipient's management. (5) Assurances from the home energy supplier that no household receiving LIHEAP assistance will be treated adversely because of such assistance under applicable provisions of state law or public regulatory requirements. (6) ;assurances from the home energy supplier that they will not discriminate, either in the cost of -gods supplied or the ,er%ices provided, against the eligible household on whose hehall'payments arc made. ,1 (7) ' An understanding that onlv energy related elenwnts of a utility bill are to he paid. No water or scwa"e charges may be paid except i f required by the encruy N endor to resolving the crisis and no other resources to pay that portion of the bill can be secured by the applicant or Recipient. (g) A statement that the Recipient may not pay for charges that result from illegal activities such as a bad check or meter tampering. A statement that the vendor is aware that those cliar are the responsibility of the applicant. (9) A statement that the vendor is aware that when the benefit amount does not pay for the complete charges owed by an applicant, that the applicant is responsible for the retnaininty amount owed. (10) Details on how the vendor will assist the Recipient in verifying the LII LEAP applicant's account information and in the case of crisis assistance make timely commitments to resolve the crisis. A process should be in place to verify the current amount owned and the amount necessary to resolve the crisis situation. ( l l ) The Recipient's commitment to make payment to the vendor within thirty calendar days of the day of the Recipient's promise to pay. (12) Vendor agreements shall be reviewed by both parties at least every two years. The agreement should include a beginning and end date. (13) Vendor agreements shall be signed by a representative of both the Recipient and the vendor who has authority to bind the entity and enter into such commitments. (14) A description of when LIHEAP payments made to the vendor cannot be applied tot lie applicant's account, the funds will be returned to the Recipient or with the Recipient's approval applied to another eligible applicant's account. (15) The energy vendor must be in "active" status with the State of Florida: http: "sunbiz.or�_; /searcli.html and the vendor's name must be checked on EPLS: https: /; w•ww.epls.!- / . The business name on the vendor agreement must match the legal business name on the State of Florida website. Municipal providers are excluded from this requirement. FY 2013 1,111EAP AGREEMENT ATTACIUMEN'T B PROGRAM STATUTES AND REGULATIONS A. INCORPORATION OF LAW'S, RULES, REGULATIONS AND POLICIES The applicable documents governing service provision regulations are in the Common Rule, 45 CFR Parts 74 and 92, or OMB Circular No A -110 (now 2 CFR Part 215), "Grants and Agreements with Institutions of Ihulier Education, Hospitals, and Other Nonprofit Organizations," and either OMB Circular No. A -S7 (now 2 CFR Part 225), "Cost Principles for State and Local Governments," OMB Circular No. A -21 (now 2 CFR Part 220), "Cost Principles for Educational Institutions," or O1%IB Circular No. A -122 (now 2 CFR Part 230), "Cost Principles for Nonprofit Organizations," and ON113 Circular No. A -133, "Audits of States, Local Governments, and Non - Profit Organizations." If this Agreement is made with a commercial (for- profit) organization on a cost - reimbursement basis, the Recipient shall be subject to Federal Acquisition Regulations 31.2 and 931.2. Low - Income Home Energy Assistance Act of 1981 (Title XXVI of the Omnibus Budget Reconciliation Act of 1981, Public Law 97 -35), as amended. The following Federal Department of Health and Human Services regulations codified in Title 45 of the Code of Federal Regulations are also applicable under this Agreement. Part 16 — Procedures of the Departmental Grant Appeals Board; 2. Part 30 - Claims Collection; 3. Part 80 - Nondiscrimination under programs receiving Federal assistance through the Department of Health and Human Services (HHS), Effectuation of Title VI of the Civil Rights Act of 1964; 4. Part 81 - Practice and procedure for hearings under Part 80 of this Title; 5. Part 84 — Nondiscrimination on the basis of handicap in programs and activities receiving Federal financial assistance. 6. Part 86 - Nondiscrimination on the basis of sex in education programs and activities receiving Federal financial assistance. 7. Part 87 — Equal Treatment for Faith Based Organizations, 8. Part 91 - Nondiscrimination on the Basis of Age in [if S programs or activities receiving Federal Financial Assistance; 9. Part 93 - New restrictions on lobbying; 10. Part 96 - Block Grants; 11. Part 100 — Intergovernmental Review of Department of I Iealth and I luman Services Programs and activities; 12. Executive Order 12549. Debarment and Suspension from Eligibility for Financial :Assistance ( Non - procurement ); B. PRO.IECFS OR PROU RAM S FUNDED IN NVIIOLF OR P AIZT WITII FEDERAL MONEY The Recipient assures, as stated in Section 508 of Public Law 103 -333, that all statements, press releases, requests for proposals, bid solicitations and other documents describing projects or prop, rams funded in whole or in part with Federal money, all grantees receiving, Federal funds, including but not limited to State and local governments and recipients of Federal research !rants, shall clearly state: (1) the percentage of the total costs of the program or project which will be financed with Federal money, (2) the dollar amount of Federal funds for the project or program, and (3) percentage and dollar amount of the total costs of the project or program that will be financed by non - governmental sources. C. INTEREST FROM CASH ADVANCES Recipients shall invest cash advances in compliance with section .21 (h) (2) (i) of the Common Rule and section 22 of OMB Circular A -110 (now 2 CFR Part 215). Recipients shall maintain advances of Federal funds in interest - bearing accounts unless one of the following conditions applies: NON- PROFITS ONLY: 1. The Recipient or subcontractor receives less than $120,000 in total Federal awards per year. 2. The best reasonably available interest bearing account would not be expected to earn interest in excess of $250 per year on all Federal cash balances. 3. The depository would require an average or minimum balance so high that it would not be feasible within the expected Federal and non - Federal cash resource. Interest earned off cash advances shall be reflected on the monthly financial status report and the close -out report. LOCAL GOVERNMENTS ONLY: Except for interest earned on advance of funds exempt under the inter - governmental Cooperation Action (31 U.S.0 6501 et. seq.) and the Indian Self- Detennination Act (23 U.S.C. 450), recipients and sub - recipients shall promptly, but at least quarterly, remit interest earned on advances to the Federal agency. The recipient or sub- recipient may keep interest amounts up to S100 per year for administrative expenses. D. PROGRAM INCOME The Recipient may reapply program income for eligible program projects or objectives. The amount of program income and its disposition must be reported to the Department at the time of submission of the t inal close -out report. E. MODIFICATIONS 11) The Department ,hall not he obligated to reimburse the 1Zccipicnt fir outlays in excess of the tiindcd amount ofthis :agreement unless and until the Department officially approves Such expcnditw by executing a written modification to the Original _1'u'reement. ,4 t2) 1'11C title ItC111 blldUCt, as LIN'CIl III 1\ttaClll11ca1t f elf thus :Aurcenient and reported on the I ninthly financial status reports inav not be altered without a written budget modification suhnlltted Ill accordance with the terms below: (a) The Recipient must use a Department approved Modification package. (b) Only unobligated funds may be transferred from one line item to another tine item. (c) The Recipient may transfer unobligated budgeted line items within a budget category as Ion as the budget cate�gTory subtotal remains the same. For the purpose of transferring funds, the following are considered budget categories: Administrative Expenses, Outreach Expenses and Direct Client Assistance. (d) Each modified line item must meet all contractual minimum and maximum percentage budget requirements. (e) All requests for modifications to increase or decrease any line item must be submitted to the Department for approval thirty calendar days prior to the anticipated implementation date. Failure to meet this time frame may result in reimbursement delays. (f) A letter of explanation and a completed modification package (Budget Summary and Workplan, Administrative and Outreach Budget Detail (if applicable) and Multi - County Fund Distribution (if applicable) signed by the Recipient must be submitted to the Department and approved prior to the submission of a financial status report in which the changes are implemented. (g) Upon approval, the Recipient's budget detail will be revised in the Department's electronic payment system. (11) None of the budget transfers may violate this Agreement or OMB Circulars A -110 (now 2 CFR Part 215), A -87 (now 2 CFR Part 225), A -21 (now 2 CFR Part 220) and A -122 (now 2 CFR Part 230). The budget revision(s) will be reviewed by the Department for compliance with these circulars. F. BONDING (1) Non -Profit Organizations The Recipient agrees to purchase a blanket fidelity bond covering all officers, employees and agents of the Recipient holding a position of trust and authorized to handle funds received or disbursed under this Aureement. Individual bonds apart from the blanket bond are not acceptable. The amount of the bond must cover each officer, employee and agent up to an amount equal to at least one -half of the total LIIiEAP agreement amount. (`') Local Governments: The Recipient agrees to purchase a fidelity bond in accordance with Section 113.07, Fla. Stat. The fidelity bond must coverall officers, employees and agents of the Recipient holding a position of trust and authorized to handle fields received or disbursed under this \ ,recnlent. G. NVIIER PROVISIONS (1) The Recipient must budget a minimum of M'enty -five percent of the total Agreement Funds for I ome Energy Assistance. (_') The Recipient must budget a mininuun of two percent of the total Agreement funds for Weather Related Supply Shortage emergency assistance. These funds must be held in this budget line item category until December 15 of the program year for use in response to a possible disaster. These funds will only be used during state or federal emergencies declared by the President, the Governor or the Executive Director of the Department as he /she deems necessary. In the event of an emergency being officially declared, if the Recipient or the Department finds that two percent of the budget is not sufficient to meet the emergency, the Recipient may draw on other Agreement categories, up to fifty percent of the total Agreement budget, without additional written authorization. When funds are distributed for a weather- related/supply shortage emergency, the Department will provide binding directives as to the allowable expenditures of the funds. After December 15, if no emergency has been declared, the Recipient will allocate these funds to the crisis or home energy category of the program through a budget modification.. The Recipient will comply with these directives or agree that these funds will remain with the Department. (3) In addition to the record keeping and audit requirements contained in Sections (5) and (6) of this Agreement, the books, records, and documents required under this agreement must also be available for copying and mechanical reproduction on or off the premises of the Recipient. (4) If the U.S. Department of Health and Human Services initiates a hearing regarding the expenditure of funds provided under this Agreement, the Recipient shall cooperate with, and upon written request, participate with the Department in the hearing. (5) All records, including supporting documentation of all program costs, shall be sufficient to determine compliance with the requirements and objectives of the Scope of Work, Attachment A, and all other applicable laws and regulations. 6 F1' 2013 LIIIEAP AGREEMENT ATTACHMENT C REPORTS Annual reports (a) Close -out Report The LIIIEAP Close -Out Report is due forty -tive calendar days after termination of the Agrcement or forty -five calendar days after completion of the activities contained in the :agreement, whichever occurs first. If the forty -fifth day falls on a weekend day or holiday, the Close - Out Report shall be due no later than the next business day. The Recipient shall submit original signed documents to the Department that include, at a minimum, the Close -Out Coyer Sheet, the LIHEAP Final Financial Status Report, property inventory and accrual report, report on interest bearing accounts, a refund check for any unspent funds, and a refund check for any interest earned on advances. (b) IRS Form 990 An agency that is below the 5-500,000 threshold for all Federal awards in its fiscal year and thus is exempt from the federal single audit act requirements, shall submit with its contract proposal a copy of their most recent IRS Form 990. 2. Quarterly Reports For each county the Recipient serves, the LIHEAP Household Quarterly Program Report shall be provided to the Department no later than twenty -one calendar days following the end of the quarter. For the purposes of this Agreement, the ending dates of the quarters are June 30, September 30, December 31 and March 31. In the event the twenty -first day of the month falls on a weekend day or holiday, the Quarterly Report shall be due no later than the next business day. 3. Monthly reports : Tile LIHEAP Monthly Financial Status Report shall be provided to the Department no later than the twenty -first dayof each month following the end of the reporting month in which funds were expended. The Monthly Financial Status Report shall be submitted in the Department's current electronic financial management system and a signed copy submitted via facsimile or electronic mail by the twenty - first day. In the event the twenty -first day of the month falls on a weekend day or holiday, the Monthly Financial Status Report shall be due no later than the next business day. 4. Monitoring, Report Responses The Recipient shall provide a written response to the Department for all monitoring report findings and/or concerns no later than thirty -five calendar days from the date of the original monitoring report. The Department shall notify the Recipient of the due date for any subsequent monitoring report responses as may be required. If the thirty -fifth day falls on a weekend day or holiday. the response shall be due no later than the next business day. The Recipient may request an extension in k%riting for the Department's re%iew. Cost /allocation Plans: 2 CTR Part 215, Subpart C, Section 215.21(6), requires that Recipients have written tinanclal management system procedures for deter ilim" the reasonableness, allocablhty. and ,illowability of costs in accordance vyith the provisions of the applicable federal cost principles and ternis Mid conditions of the award. Y0 document this, Recipients must submit copies of their written Cost 7 :allocation flans to the Department with their contract proposals. The Cost Allocation Plan must be approved by the agencv's Board of Directors. 6. Other reports: Upon reasonable notice, the Recipient shall provide such additional program updates or information as may be required by the Department, including supporting or source documentation for any reports identified above in this section. Tile reports shall be submitted to: Ms. Jean Anlison, Manager Florida Department of Economic Opportunity Division of Community Development Office of Housing and Community Development Community Assistance Section 107 East Madison Street - i41SC 400 Tallahassee, FL 32399 -4120 Fax: (830) 488 -2488 ,s FY 2013 I.I11EAP AGREEMENT AT "C D PROPERTY NIANAGENIENT :AND PROCL'RENIEN "t �. All property purchased under this :agreement shall be inventoried annually and an inventory report shall be made available to the Department upon request. B. All property purchased under this Agreement shall be listed on the property records of the Recipient. Said listing shall include a description of the property, model number, manufacturer's serial number, funding source, information needed to calculate the federal and/or state share, date of acquisition, unit cost, property inventory number and information on the location, use and condition, transfer, replacement or disposition of the property. C. Title (Ownership) to all nonexpendable property acquired with funds from this Agreement shall be vested in the Department upon completion or termination of the Agreement. D. The Recipient agrees to comply with Section 507 of Public Law 103 -333. As stated in this section, it is the sense of Congress that, to the extent practicable, all equipment and products purchased with funds made available in this Act should be American made. N o) FY 2013 LIIIEAP AGREEMENT ATTACIIMENT E s'rATE.IEN - F OF ASSURANCES A. Interest of Certain Federal Officials No member of or delegate to the Congress of the United States, and no Resident Commissioner, shall be admitted to any share or part of this Agreement or to any benefit to arise from the same. B. Interest of Members, Officers, or Employees of Recipient, :Members of Local Governing Body or Other Public Officials No member, officer, or employee of the Recipient, or its delegates or agents, no member of the governing body of the locality in which the program is situated, and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the program during his tenure or for one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with the program assisted under this Agreement. The Recipient shall incorporate or cause to be incorporated in all such Agreements, a provision prohibiting such interest pursuant to the purposes of this subsection. No board member, officer or employee will be permitted to receive any remuneration or gift in any amount. Board members may receive travel expenses in accordance with s. 112.061, Florida Statutes. C. Nepotism The Recipient agrees to abide by the provisions of s. 112.3135, Fla. Stat., pertaining to nepotism in its performance under this Agreement D. LIHEAP Assurances The Recipient hereby assures and certifies as a condition of receipt of Low Income Home Energy Assistance Program funds, that it and its subcontractors will comply with the applicable requirements of federal and state laws, rules, regulations, and guidelines. As part of its acceptance and use of LIHEAP funds, the Recipient assures and certifies that: (1) The Recipient possesses the legal authority to administer the program as approved by the Recipient's governing body, including all assurances contained herein. (2) The Recipient possesses the sound controls and fund accounting procedures necessary to adequately safeguard the assets of the agency, check the accuracy and reliability of accounting data, promote operating efficiency and maintain compliance with prescribed management policies of the agency. (3) The Recipient shall permit and cooperate with Federal and State inyestivations designed to evaluate compliance with the law. (4) The Recipient shall ,i\ e the Department, the Auditor General or any authorized representatives, complete access to examine all records, books, papers or documents related to all program operations of the ,rant, including those of any sub- contractor. (5) The Recipient shall comply with all of the provisions and practices outlined in the Department's most current monitoring manual. (6) The Recipient shall comply with non- discrimination provisions, in accordance with Florida Statutes; Section 677 of P.L. 97 -35; Titles VI and VII of the Civil Rights Act of 1964; and 4_5 C.F.R. Parts S4, 86 and 90. (7) The Recipient shall comply with section 680 of Public Law 97 -35, as amended, which prohibits use of LIHEAP funds for purchase or improvement of land, or the purchase, construction, or permanent improvement of any building or other facility. (8) The LIHEAP application and all its attachments, including budget data, are true and correct. (9) The Recipient shall prohibit any political activities in accordance with Section 678F(b) of 42 USC 9918, as amended. (10) Administration of this program has been approved by the Recipient's governing body by official action, and the officer who signs it is duly authorized to sign this Agreement. (11) The Recipient shall comply with Public Law 103 -227, Part C, Environmental Tobacco Smoke, also known as the Pro - Children Act of 1994 (Act). This Act requires that smoking not be permitted in any portion of any indoor facility owned or leased or contracted for by an entity and used. routinely or regularly for the provision of health, day care, education, or library services to children under the age of IS, if the services are funded by Federal programs either directly or through States or local governments. Federal programs include grants, cooperative agreements, loans or loan �,uarantees, and contracts. The law does not apply to children's services provided in private residences, facilities funded solely by Medicare or Medicaid funds, and portions of facilities used for inpatient drug and alcohol treatment. The Recipient further agrees that the above language will be included in any subawards which contain provisions for children's services and that all subrecipients shall certify compliance accordingly. Failure to comply with the provisions of this law may result in the imposition of a civil monetary penalty of up to S 1,000 per day. (12) The Recipient shall have a published and publicized local outreach office number when the outreach office is open a minimum of 40 hours per week, or toll -free telephone number. (13) The Recipient certities that it shall or shall continue to provide a drug -free workplace as set tOrth by the rel-11.11ations implementing, the Druz -Free Workplace Act of 19SS: 45 CFR Part 76, Subpart F. Sections 76.630(c) and (d)(2). ff FY 2013 L1I1EAP AGREEMENT .krr.kciLN1EN'r G NNARRVNTIES .VND RF.PRESENT:1 DONS A. Financial Manauement Recipient warrants that its financial management system shall provide the tollowin": (1) Accurate, current and complete disclosure of the financial results of this project or program. (2) Records that identify the source and use of funds for all activities. These records shall contain information pertaining to grant awards, authorizations, obligations, un- obligated balances, assets, outlays, income and interest. (3) Effective control over and accountability for all funds, property and other assets. Recipient shall safeguard all assets and assure that they are used solely for authorized purposes. (4) Comparison of expenditures with budget amounts for each Request for Payment. Whenever appropriate, financial information shall be related to performance and unit cost data. (5) Written procedures for determining whether costs are allowed and reasonable under the provisions of the applicable OMB cost principles and the terms and conditions of this Agreement. (6) Cost accounting records that are supported by backup documentation. B. Competition Recipient warrants the following: (1) All procurement transactions shall be done in a manner to provide open and free competition. (2) The Recipient shall be alert to conflicts of interest as well as noncompetitive practices among contractors that may restrict or eliminate competition or otherwise restrain trade. In order to ensure excellent contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, invitations for bids and/or requests for proposals shall be excluded from competing for such procurements. (3) Awards shall be made to the bidder or offeror whose bid or offer is responsive to the solicitation and is most advantageous to the Recipient, considering the price, quality and other factors. (4) Solicitations shall clearly set forth all requirements that the bidder or offeror must fulfill in order for the bid or offer to be evaluated by the Recipient. Any and all bids or offers may be rejected when it is in the Recipient's interest to do so. C. Codes of Conduct Recipient «varrants the following: (1) Recipient shall maintain written standards of conduct oveming the performance of its employees engaged in the award and administration of contracts. I Z) No employee, officer, or agent shall participate in the selection, award, or administration of a contract .'upported by public grant funds if a real or apparent conflict of interest vv ould he involved. Such a conflict would arise when the employee, officer, or agent. any member of his or her immediate family, his or her partner, or an organization which c mploys or is about to cmploy any of the partics indicated, has a financial or other interest in the firm selected for an award. (3) The officers, employees, and agents of the Recipient shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, or parties to subcontracts. (4) The standards of conduct sliall provide for disciplinary actions to be applied for violations of the standards by officers, employees, or agents of the Recipient. U. [business Hours The Recipient warrants that it sliall have its offices open for business, with the entrance door open to the public, and at least one employee on site, on (days) Mon8CL tlu F P-1da _ and from (times) $ AID to SPry E. Licensing and Permittin, Recipient warrants that all subcontractors or employees hired by Recipient shall have and maintain all licenses and permits necessary to conduct the particular work for which they are hired by Recipient. a FY 2013 LIIIEAP AGREEMENT ATTACHMENT II CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUN "G1RY EXCLUSION ( I ) The prospective subcontractor of the Recipient, (ty here), certifies, by submission of this document, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineliuiblt, or voluntarily excluded from participation in this transaction by any Federal department or agency. (_') Where the Recipient's subcontractor is unable to certify to the above statement, the prospective subcontractor shall attach an explanation to this form. SUBCONTRACTOR: Nod- � o I i cab I� (Type Name) �1 \ By: Signature Name and Title Street Address City, State, Zip Date ( 1v P- Sab re No MiT Recipient's Name C)n t DEO Contract Number -4 FY 2013 LIHEAP AGREEMENT ATTACHMENT RECIPIENT INFORMATION FEDERAL YEAR: 2013 CONTRACT PERIOD: Date of Signing through March 31, 2014 Instructions: Complete the blanks highlighted in yellow. For item II, put an "X" in whichever highlighted box applies to your agency. I. DEO CONTRACT NUMBER: 13EA- OF- 11 -54 -01 -019 TOTAL DIRECT CLIENT ASSISTANCE: 188,775.00 CONTRACT AMOUNT: 245,491.00 II. RECIPIENT CATEGORY: ❑ Non - Profit ❑X Local Government State Agency III. COUNTY(IES) TO BE SERVED WITH THESE FUNDS: Monroe IV. GENERAL ADMINISTRATIVE INFORMATION a. Recipient: Monroe County Board of County Commissioners County Location Florida b. Executive Director or Chief Administrator: Sheryl Graham C. Address: Telephone: Cell: 1100 Simonton Street, Suite 2 -257 305- 292 -4510 d. Mailing Address: 1 100 Simonton St, Suite 2 -257 City: Key West , FL Zipcode: 33040 Fax: 305 - 295 -4359 Email: graham- shervl(Mmonroecountv-fl.gov City: Key West , FL Zipcode: 33040 e. Chief Elected Official (for local governments) or President/Chair of the Board (for non - profits): Name: George Neugent Title: Mayor Enter home or business address, telephone numbers and email other than the Recipient's Address: 25 Ships Way City: Big Pine Key FL Zipcode: 33043 Telephone: 305 - 872 -1678 Fax: Email: ieugent- aeorge(Dmonroecounty-fl.ao f. Official to Receive State Warrant Name: Amy Heavilin Title: Deputy Clerk Address: 500 Whitehead Street City: Key West FL Zipcode: 33040 g. Recipient Contacts 1. Program: Name: Sheryl Graham Title: Social Services Director Address: 1 100 Simonton Street, Suite 2 -257 City: Key West , FL Zipcode: 33040 Telephone: 305- 292 -4510 Fax: 305- 295 -4359 Cell: Email: graham- shervl(cDmonroecountv-fl.gov 2. Fiscal: Name: Amy Heavilin Title: Deputy Clerk Address: 500 Whitehead Street City: Key West , FL Zipcode: 33040 Telephone: 305- 292 -3560 Fax: 305 - 295 -3660 Cell: Email: h. Person(s) authorized to sign reports: Sheryl Graham, Kim Wilkes Wean i. Agency's FEID Number: 59- 6000749 j. Agency's DUNS Number: 73876757 V. AUDIT DUE DATE: Audit(s) are due by the end of the Ninth month following the end of the agency's fiscal year Recipient Fiscal Year: October 1, 2012 thru September 30, 2013 Audit Due to DEO: June 30, 2014 36 FY 2013 LIHEAP AGREEMENT ATTACHMENT J BUDGET SUMMARY AND WORKPLAN RECIPIENT: Monroe County Board of County Commissioners CONTRACT: 13EA-OF-11-54-01-019 Instructions: Enter the appropriate figures in the boxes highlighted in yellow. Use only whole dollar amounts;no cents. I. BUDGET SUMMARY LIHEAP FUNDS ONLY BUDGETED AMOUNT 1 LIHEAP FUNDS 245,491.00 ADMINISTRATIVE EXPENSES 2 Salaries including Fringe,Rent, Utilities,Travel,Other (Total cannot exceed 8.5%of Line 1) 20,000.00 Maximum Administrative Expense: $20,866.74 OUTREACH EXPENSES Salaries including Fringe,Rent, Utilities,Travel,Other(Total cannot exceed 15%of the difference 3 between Line 1 &Line 2 (Line 1 minus Line 2 times.15))* 33,823.00 Maximum Outreach Expense: $33,823.65 DIRECT CLIENT ASSISTANCE Home Energy Assistance (Must be at least 25%of Line 1.) 4 62,000.00 25%Minimum Calculation: $61,372.75 5 Crisis Assistance 121,825.00 Weather Related/Supply Shortage/Disaster (Must be at least 2%of line 1.) 6 4,950.00 2%Minimum Calculation: $4,909.82 7 TOTAL DIRECT CLIENT ASSISTANCE (Lines 4+5+6) 188,775.00 8 GRAND TOTAL ALL EXPENSES (Lines 2+ 3+ 7) 242,598.00 II. DIRECT CLIENT ASSISTANCE PLAN Estimated#of Estimated Estimated Type of Assistance Benefits to Cost Per Expenditures** be Provided Benefit (Est#x Est$) Summer Home Energy 124 250.00 31,000.00 Winter Home Energy 124 250.00 31,000.00 Summer Crisis 250 275.00 68,750.00 Winter Crisis 193 275.00 53,075.00 Weather Related/Supply Shortage 18 275.00 4,950.00 TOTAL ( 709 I 1,325.00 I 188,775.00 *If less than 8.5%of Line 1 is budgeted for Administrative Expenses,the Recipient may increase the Outreach Expenses. The total Administrative Expenses plus the total Outreach Expenses may not exceed the sum of the original maximum allowed for each of these line items. Total of Line 2 plus Line 3 may not exceed: $54,690.39 Line 2+Line 3= $53,823.00 *'Estimated Expenditues given in the Assistance Plan must agree with the corresponding values on Lines 4-7. 37 FY 2013 LIHEAP AGREEMENT +� ATTACHMENT K ADMINISTRATIVE AND OUTREACH EXPENSE BUDGET DETAIL (Lines 2 -3) Recipient: Monroe County Board of County Commissioners Contract: 13 EA- OF- 11 -54 -01 -019 Instructions: On the form below, enter the detail of the figures listed on the Budget Summary. If more space is needed, copy this form copy this form to another tab and name the new tabs 'Budget Detail 1 ° 'Budget Detail 2" etc. Line Expenditure Detail Item LIHEAP FUNDS Number (Round up line items to dollars. Do not use cents and decimals in totals.) ADMINISTRATIVE EXPENSES: salary: Director 4,267.00 5% LIHEAP, 15 %CCE, 20% MCT, 4% C1, 4% C2,22% GENERAL REVENUE, 30% WAP 105 HRS X $40.64/HR LOADED WITH FRINGE salary: Sr. Grants Coordinator 10,186.00 15% LIHEAP, 40 %CCE, 5% MCT, 5% ADI, 5% CCDA, 5% C1, 5% C2,20% GENERAL REVENUE 312 HRS X $32.65/HR LOADED WITH FRINGE MISC- OTHER: 4,347.00 1) PHONE, POSTAGE, FREIGHT- 250 2) PRINTING AND BINDING SUPPLIES - 352 3) OFFICE SUPPLIES 500 4) OPERATING SUPPLIES 245 5) RENTAUCOPIER 500 6) MAINTENANCE AGREEMENT 2500 (annual fee for maintaining internal data client tracking system) TRAVEL: 1 person to the Annual FACA traing conference (airfare, meals, per diem) 1,200.00 TOTAL ADMINISTRATIVE EXPENSES 20,000.00 OUTREACH EXPENSES salary: FULL TIME CASE MANAGER (INTAKE, ELIGIBILITY) 15,662.00 25% LIHEAP, 75% GENERAL REVENUE 5200 HRS X $30.12/HR LOADED WITH FRINGE salary: STAFF ASSISTANTS (TWO INTAKE, ELIGIBILITY) $7936.00 x 2 employees 15,872.00 20% LIHEAP, 80% GENERAL REVENUE 400 HRS X $19.84/HR LOADED WITH FRINGE TRAVEL: 1000 MILES X $.445 /PER MILE (estimated local mileage) 445.00 TRAVEL: 1 person to the Annual FACA training conference (airfare, meals, per diem) 1,500.00 Other: (consumable office supplies such as postage for mail outs, equipment) 344.00 TOTAL OUTREACH EXPENSES 33,823.00 DIRECT CLIENT ASSISTANCE: HOME ENERGY 62,000.00 CRISIS 121,825.00 WEATHER 4,950.00 188,775.00 GRAND TOTAL: 1 242,598.00 38 FY 2013 LIHEAP AGREEMENT • 7 . ATTACHMENT L MULTI - COUNTY FUND DISTRIBUTION Recipient: Monroe County Board of County Commissioners Contract: 13 EA- OF- 11 -54 -01 -019 Number of Counties to be Served with this agreement: 1 If the Recipient will serve more than one county with this agreement, complete the form below. Describe how you will equitably allocate LIHEAP resources to each of the counties you serve. This plan must be in part based on the 150% poverty population of each county. Instructions: Enter appropriate data only in the cells below that are highlighted in yellow. Percentages will automatically populate when the total direct client assistance amount and all three columns for each county are filled in. Poverty Population Data Souce: Provide the U. S. Census data source for the 150% of poverty population used including the year o the data. If any other data or factors are used in allocating the funds, describe and give the source. Data Source TOTAL DIRECT CLIENT ASSISTANCE and $0.00 Description: MONROE COUNTY 150% POVERTY POPULATION" COUNTY'S % OF POVERTY POPULATION IN SERVICE AREA TOTAL DIRECT CLIENT ASSISTANCE % OF AGENCY'S DIRECT CLIENT ASSISTANCE DOLLARS ALLOCATED TO THIS COUNTY $0.00 COUNTY ALLOCATION MONROE 188,775.00 #DIV /0! Total Budgeted Direct Client Assistance* 0 0% 188 775.00 ' #DIV /O! R Allocation must be equal to Attachment J, Budget Summary and Workplan, Line 7. 39 ATTACHMENT M JUSTIFICATION OF ADVANCE PAYMENT FY 2013 LIHEAP AGREEMENT RECIPIENT: Monroe County Board of County Commissioners CONTRACT NUMBER: 13EA- OF- 11- 54 -01 -019 Any advance payment under this Agreement is subject to s. 216.181(16)(a)(b), Florida Statutes and Section (17)(b) of this Agreement. The Recipient shall invest cash advances in compliance with section .21(h) (2) (i) of the Common Rule, section .22 of OMB Circular A -110 as revised and Attachment B, subsection C of this Agreement. Check the applicable box below (check only one). FX NO ADVANCE REQUESTED No advance payment is being requested Payment will be made solely on a reimbursement basis. No additional information is required. F — I ADVANCE REQUESTED Advance payment of is requested. Balance of payments will be made on a reimbursement basis. These funds are needed to pay staff, award benefits to clients, duplicate forms and purchase start-up supplies and equipment. We would not be able to operate the program without this advance. ADVANCE REQUEST WORKSHEET If an advance is requested, complete the following worksheet by filling in the cells highlighted in yellow. DESCRIPTION (A) (B) (C) (D) FFY 2010 FFY 2011 FFY 2012 Total 1 TOTAL CONTRACT ALLOCATION (Includes 0.00 0.00 0.00 0.00 any base increases and carryforward dollars) FIRST TWO MONTHS OF CONTRACT 2 EXPENDITURES 0.00 0.00 0.00 0.00 AVERAGE PERCENT EXPENDED IN FIRST 3 TWO MONTHS (Divide line 2 by line 1) #DIV /01 #DIV 101 #DIV 10! #DIV 101 ' The expenses for the first two months in which expenditures were reported need to be provided for the years you received a LIHEAP contract. If you do not have this information, call your contract manager and they will assist you. The Recipient may request an amount up to the historical percent of expenditures for the first 2 months of the agreement OR 17% of the award, whichever is less.' HISTORICAL PERCENT FOR FIRST 2 MONTHS: #DIV 101 x $ Cell D3 17 % CALCULATION: 245,491.00 x LIHEAP Award 245,491.00 = #DIV /01 LIHEAP Award Historical Advance 41,733.47 Maximum Advance 40 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS SUPPORTING DOCUMENTATION ATTACHMENTS: N. CERTIFICATE OF CORPORATE RESOLUTION O. FIDELITY BOND DOCUMENTATION P. UTILITY VENDOR AGREEMENTS Q. COPY OF WAP MOU R. COPY OF EHEAP MOU S. OUTREACH OFFICES T. WRITTEN COST ALLOCATION PLAN U. CENTRAL CONTRACTOR REGISTRATION 40 ATTACHMENT N CERTIFICATE OF CORPORATE RESOLUTION NOT APPLICABLE , as Secretary of a Florida nonprofit Corporation ( "Corporation "), hereby certify that the following is a full, true and accurate copy of the resolution of the Board of Directors of the Corporation, duly and regularly passed and adopted at a meeting of the Board duly called and held in all respects as required by law and by the bylaws of the Corporation on at which meeting a quorum of the Board was present, and that the resolution remains in full force and effect and has not been modified or repealed. WHEREAS, it is in the best interest of the Corporation to enter into a grant agreement with the Florida Department of Community Affairs for the Fiscal Year 2008 -2009 Low Income Home Energy Assistance Program. RESOLVED, that as the of the Corporation is hereby authorized and empowered on behalf of the Corporation to negotiate the terms for and to enter into and execute the above described agreement with the Florida Department of Community Affairs, and to negotiate the terms for and to execute any and all related documents which are necessary to effectuate the terms of said agreement. Executed by me as Secretary of the Corporation on Secretary President it ( Corporate Seal) ATTACHMENT O FIDELITY BOND The following page (page 43) is a copy the Monroe County Board of County Commissioners' Fidelity Bond Agreement. 42 0 DATE NINIMMYYYY) ` «'KO CERTIFICATE OF PROPERTY INSURANCE 10/15/2012 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. If this certificate is being prepared for a party who has an insurable interest in the property, do not use th form. Use AC ORD 27 or ACORD 28. PRODUCER 1 -561- 995 -6706 CONTACT Arthur J. Gallagher Risk Management Services, Inc. NAM PHONE FAX LAIC, No, Eat); - - - (AC, No): 2255 Glades Road E -MAIL ADDRESS: _ Suite 40CE PRODUCER - Baca Raton, FL 33431 CUSTOMER ID: INSURER(S) AFFORDING COVERAGE NAIC A INSURED INSURER A: Travelers Cas & Surety Co 19038 Monroe County Board of County Commissioners INSURER B: 1100 Simonton Street, ROOM #2 -274 INSURER C: Rey west, FL 33040 INSURER D: INSURER E: COVERAGES CERTIFICATE NUMBER: 29665214 REVISION NUMBER: LOCATION OF PREMISES I DESCRIPTION OF PROPERTY (Attach ACORD 101, Additional Remarks Schedule, it more space Is required) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. AUTHORIZED REPRESENTATIVE POLICY EXPIRATION POLICY I LTR TYPE OF INSURANCE POLICY NUMBER DATE ((MMIDDIYYIYY) DATE (MMIODIYYYY) i COVERED PROPERTY LIMITS :PROPERTY BUILDING +', CAUSES OF LOSS DEDUCTIBLES �.. j PERSONAL PROPERTY S t BASIC BUILDING BUSINESS INCOME S BROAD ,. - - - - -- - - -+ I EXTRA EXPENSE CONTENTS S SPECIAL i I RENTAL VALUE S EARTHQUAKE, BLANKET BUILDING S i WINO �- BLANKET PERS PROP FLOOD BLANKET BLDG & PP S 5 INLAND MARINE TYPE OF POLICY 5 - CAUSES OF LOSS: S NAMED PERILS POLICY NUMBER S S A X CRIME 105692381 10/01/12 10/01/13 1 X'CVp FORM O S 1,000,000 TYPE OF POLICY S PUBLIC EMP DIS BOILER & MACHINERY I S EQUIPMENT BREAKDOWN -- S S S SPECIAL CONDITIONS I OTHER COVERAGES (Attach ACORD 101. Additional Remarks Schedule, it more space Is required) rFRTIFICATF Wnl 111=0 rAWrCI l ATIrIN I- athhil 1995 -2009 ACORD CORPORATION. All rights reserved. ACORD 24 (2009109) The ACORD name and logo are registered marks of ACORD 29665214 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Monroe County Board of County Commissioners THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Attn: Maria Slavik ACCORDANCE WITH THE POLICY PROVISIONS. 1100 Simonton Street, P.m#2 -273 AUTHORIZED REPRESENTATIVE Rey West , FL 33040 /lurid l.. Ilurrrre rJSA I- athhil 1995 -2009 ACORD CORPORATION. All rights reserved. ACORD 24 (2009109) The ACORD name and logo are registered marks of ACORD 29665214 ATTACHMENT P UTILITY VENDOR AGREEMENTS The following pages (pages 45 to 60) are copies of the "Utility Vendor Agreements ". The vendor agreement with one electric company Florida Keys Electric Cooperative signed and executed their agreement. However, the other electrical company, Keys Energy Services, CEO would not sign the attached vendor agreement but would continue to work with our agency in providing necessary assistance to their customers and our clients. Directive from DEO was sought and no resolution as of yet, however we continue to serve ALL KES customers with LIHEAP and welfare assistance. 44 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS SOCIAL SERVICES LOW INCOME HOME ENERGY ASSISTANCE PROGRAM (LIHEAP) VENDOR PAYMENT AGREEMENT FOR THE LOW INCOME HOME ENERGY ASSISTANCE PROGRAM THIS AGREEMENT is made and entered into this day of 2012, by and Between Monroe County, hereinafter referred to as ( "County") a political subdivision of the State of Florida whose address is 1100 Simonton Street, Key West Florida, 33040 on behalf of its Social Services Department, and Florida Keys Electric Cooperative (FKEC), whose address is 91605 Overseas Highway Tavernier, Florida, hereinafter referred to as ( "Vendor") WHEREAS, County has entered into a low- income home energy assistance program (LIHEAP) federally funded sub grant agreement with the State of Florida, Department of Economic Opportunity (DEO), ( "LIHEAP Agreement "); and WHEREAS, the LIHEAP administered by Monroe County Board of County Commissioners, Social Services Department, provides funding to assist low income County Residents ( "consumers ") with payment of their energy costs; and WHEREAS, Vendor provides energy to low income consumers; and WHEREAS, County agrees to pay Vendor funds from LIHEAP to assist low income consumers with payment of their energy bills; and WHEREAS, Vendor agrees to accept the funds from LIHEAP to assist low income consumers with payment of their energy bills; NOW, THEREFORE, in consideration of the covenants and conditions herein and for other good and valuable consideration, each to the other, receipt of , .vhich is hereby acknowledged by all parties, County an d Vendor hereby .agree as follows: Vendor's Responsibilities and Duties. The Vendor agrees to: 1) Accept the LIHEAP funds from County's LIHEAP office as either full or partial payment of energy bills for eligible low income consumers. 2) Charge eligible low income consumers, through Vendor's normal billing process, the actual unpaid difference between the vendor payment made through the program and the actual remaining unpaid cost of the home energy. 3) Eligible consumers receiving assistance under this program will not be treated adversely because of receipt of this assistance. d) Eligible consumers, on whose behalf a vendor payment is received, either in cost of goods supplied or in the services provided, will not be discriminated against. S) Adhere to and abide by the rules, regulations and guidelines of the LIHEAP program. 6) Notify County's LIHEAP office of any County payments not received by Vendor, for whatever reason, after the thirty (30) day notice of intent to pay has expired and furnish a copy of the payment guarantee. 7) Agree to not terminate services after notification from Monroe County Social Services that payment of an eligible recipient's utility bill will be made from LIHEAP funds. County Responsibilities and Duties. The County agrees to: 1) Determine the eligibility of energy customers to participate in the LIHEAP program. 2) Provide LIHEAP funds to either partially or fully satisfy payment of energy bills for eligible low income consumers. 3) Render payments to Vendor within thirty (30) days of County providing Vendor with notice of intent to pay. Payment to Vendor shall be made to: Name: Florida Keys Electric Cooperative Address: 91605 Overseas Highway PO Box: PO Box 377 City /State /Zip: Tavernier, Florida 33070 -0377 4) Provide Vendor with a resolution of guaranteed payments within five (5) .vorking days of notification from Vendor of any payments not received within the thirty (30) day notice of intent to pay. 5) Provide Vendor with the rules, regulations and guidelines of the LIHEAP program, and specifically those outlined in the LIHEAP sub grant agreement, between Monroe County Board of County Commissioners and The State of Florida, Department of Community Affairs, DCA. 6) Agree to pay only energy related elements of an eligible recipient's utility bill. In no instance may water, sewerage or other non - energy related charges be paid expect if required by the vendor to meet the requirements of resolving the crisis. Any additional charges of this nature are the responsibility of the client. When the benefit paid by the Monroe County Social Services on behalf of the eligible recipient does not pay the complete charges owed, the eligible recipient will be solely responsible for the remaining balance. Terms of Agreement: The term of this Agreement shall be for five (5) years beginning on April 18, 2012 and terminating on April 17, 2017. However, this Agreement can be terminated by either party at any time, with or without cause, upon no less than fifteen (15) days notice in writing to the other party. This Agreement may also be terminated by the County Administrator upon such notice as the County Administrator deems appropriate under the circumstances in the event the County Administrator determines that termination is necessary to protect the public health or safety. I N WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and date first :vritten above in four (4) counterparts, each of which shall, without proof or accounting for the other counterparts, be deemed an original agreement. (SEAL) Attest: DANNY L. KOLHAGE, CLERK 0 Deputy Clerk Date: BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA 0 Mayor /Chairperson VENDOR (SEAL) Attest /Wit esses �I i t Name Printed: By: Name Printed:' r Florida Keys Electri Cooperative By: t Title: / Telephone: Fax: z r � - r ,.r this day of 'L��f!Z012 BOARD OF COUNTY coNIMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 0J /1 12 Bulk Item: Yes `C No Division: County Administrator Department: Social Services Staff Contact Person: Shervl Graham r 1392 AGENDA ITEM WORDING: Request Approval of Vendor Agreerrtent between `lonroe County Social Services and Florida Keys Electric Cooperative. CFEM BACKGROUND: The Department of Economic Opportunity administers the federal funded sub ;rant agreement LIHEAP, Low Income Energy Assistance Program. 'Filis ;rant allows Monroe County SOCIL11 Services to provide financial assistance to low income residents in order to assist them with paving past due energy hills. :attachment A, "Scope of Work" Section D, Energy Vendor Relations of the LIHEAP contract requires the recipient, ,Monroe County, to maintain written agreements with home energy suppliers. PREVIOUS RELEVXNT BOCC ACTION: Prior approval granted on 2/15/12 for the Low Income Home Energy Assistance Program (LIHEAP) Contract Number 12EA- OF- 11-54 -01 -019 between the Department of Economic Opportunity and lionroe County Board of County Commissioners, item# C9. CONTRACT /:AGREEMENT CH.LNGES: rVa. STAFF RECONENIENDATIONS: Approval TOTAL COST: 556,415.00 COST TO COUNTY: '$0 (no match required) BUDGETED: Yes X No SOURCE OF FUNDS: DEO -Grant funds REVENUE PRODUCING: Yes _ No X AMOUNT PER: MONTH YEAR: ,t .APPROVED BY: County Attu:. ` ONIB /Purchasing — Risk Nlana — i DOCUNIEN'r.ITIOY: Included Not Required ro Follow DISPOSITION: U;E`DA ITEM .1 IK,:\ Ccl x ( h \IONROE COUNTY BOARD OF COUNTY COMMISSIONERS CON rRACT SUMMAR) Contract with: Florida Keys Electric Cooperative Contract: Effective Date: 4 -I)1 -'013 Expiration Date: 3 -3I -I4 Contract Purpose /Description: : \ppro%al of Vendor . \greement with Florida Keys Electric Cooperati%e (FKEC) to meet the ;rant agreement Low Income Horne Energy Assistance Program Federally funded Suhgrant : \,reement Numher I'E.\ t)F I 1-54-01-01- contractual requirements and for the provision of funds to pay electric hills for low income Monroe County residents. Contract Manager Sheryl Gr. n 15y3 ( Name) �1J,1, (Ext.) L• For BOCC meeting on 4/13/2012 \t;enda Deadline: Social Services/Stop I (Department/Stop 4) -1/3/'013 CONTRACT COSTS Total Dollar Value of Contract: approx. $56,415.00 Budgeted'? Yes X No Account Codes County Match: -0- Additional Match: n/a Total Match $0 Estimated Ongoing Costs: S (Not included in dollar v.&ic,t o% l Current Year Portion: S 135 _6153513 - 530430,530431 , %DDITIONAL COSTS For: ut1li etc CONTRACT REV [E\V Changes Date Out Division Director Date Ip 1 �/ 1 Needed Yes( No_ Reviewe' l; Risk Management 1L Yes t No -: ti 7 .- O.� [.B.iP�yl hasin� Yes •j ` ��� ✓ -- l 1 County \ttornev Yes C omments . I MH Form Ile%i.wl ti Wilkes -Kim From: Graham -Sheryl Sent: Thursday, June 28, 2012 4:33 PM To: Wilkes -Kim; steckley - marlene; Lawrence, Susan ( Susan .Lawrence @deo.myflorida.cotn) Subject: RE: executed vendor agreement Susan, Will Hilda be able to make any decisions on this before her retirement? Sheryl Graham, Director Monroe County Social Services 1100 Simonton Street 2 -257 Key West, FL 33040 305.292.4510 (Office) 305.295.4359 (Fax) graham- shervl @monroecounty- fl.gov HELP US HELP YOU! Please take a moment to complete our Customer Satisfaction Survey: h ttp:;" numroecofl. virtualtownhall .net,Pages,'MonroeCoFL WebDocsicss Your feedback is important to us! Please note: Florida has a very broad public records law. %lost �kritten communications to or from the County regarding County business are public record. available to the public and media upon reLluest. Your e -mail communication may be subject to public disclosure. From: Wilkes -Kim Sent: Tuesday, June 26, 2012 10:49 AM To: Graham - Sheryl; steckley - marlene Subject: FW: executed vendor agreement Fyi. social Sr'r'. �iSTnn�' t��tto B'!ilrlitl -' : .ilkes- kim @monroecounty- fl.,ov 1 11 1 1' 1 '; 111.1 1' 1' ( 11 III ease take a moinenI to complete otll't II�b III la � "I(iNI "IcIion tillI \e \: IllVi�_mjo�n_roccoll.\ imia Ito tit, nhaII,IIel %Ionroel'ol 1. ehl)or; e„ Your teeJhack i> Intp )it ast to u,! Please note: Florida has a \cr% broad public records law. %lo,t \\ritten communications to or froill the fount\ re arllin_ ('oust\ husine.� are public record, a\ailahle to the public and nieJia upon reyuetit. Your c -mail conlnlunication m11% he ;uhlect to public \li ;clu;ure. From: Lawrence, Susan [mailto: Susan. Lawrence{adeo.myflorida.comI Sent: Friday, June 22, 2012 8:58 AM To: Wilkes -Kim Subject: RE: executed vendor agreement Good Morning Kim, A final decision has not been reached regarding Keys Energy and need for a vendor agreement. I am forwarding this to Hilda as she has been discussing the issue with Paula Lemmo. As soon as I have a response, I will let you know. Thanks, Susan Lawrence (850) 717 -8464 From: Wilkes -Kim [Wilkes- Kim @MonroeCounty- FL.Gov] Sent: Thursday, June 21, 2012 9:15 AM To: Lawrence, Susan Cc: steckley- marlene Subject: executed vendor agreement Hi Susan, For your records, attached please find the final executed vendor agreement with one electric company, FKEC. Any word on how to handle the other company, Keys Energy? Thank you, ocial Services ,)r. Gt,lnts t' lunlinator i"tcr!c ( ],Ito 13U1i(fil i hl! 1v : nikes- kirnLc�monroecounty -fl. ov lil I IN II1.1 I'ltll ' t.tkc a moment to complete our t u'tonlcr'-ati,taciion tiur\e\ p nonloecull.\ irtualio�\nhull, net I',t�e, \lunruee of l \1 chUoc, e„ lour (ee,lh.l�l. i, inlla to ti" B Wilkes -Kim From: Lawrence, Susan ( Susan .Lawrence @deo.myflorida.coml Sent: Tuesday, June 12, 2012 8:10 AM To: Wilkes -Kim Subject: RE: Vendor Agreement Kim, I have forwarded this to Hilda for her input. Thanks, Susan Lawrence (850) 717 -8464 From: Wilkes -Kim [Wilkes- Kim @MonroeCounty- FL.Gov] Sent: Monday, June 11, 2012 2:40 PM To: Lawrence, Susan Cc: Graham - Sheryl; steckley- marlene Subject: Vendor Agreement Susan, I have not obtained any further specifics from the CEO of Keys Energy Services, Attached is Keys Energy Services "contract for service" between the customer and KES, the bottom portion references the Customer Service Policy Manual which I have also attached. Page 16 of the manual related to billing periods and delinquent bills. This is what she referred to in our conversation. I got the impression she did not want to enter into any kind of written agreement, only to continue "working " with us verbally. I will try to obtain further information. Dint 16'71ke.s tbeun Social Services Sr. Grants Coordinator Historic Cato Building 1100 Simonton Street Suite 190 ;ey West, r Ionda 33040 305 - 292 -4588 -phone 305 - 295 -4376 -fax viikes- kim @monroecounty- fl.gov III L I' I 1� 111A.1 Y"( I IA "2 ,I 1111111C11t to :(w1pk - te our l u,,tonicr' .atisl Sur%cy: ;1[111 1:oIII0 rrOtI . %IItIIaIt„•.%1>hall.I>a_l'.I ,, r; MoIII c;s Your feedhaA is tinpoit;mt to u;! BOARD OF COUNTY COMMISSIONERS .AGENDA ITEM SUMMARY Meeting Date: 04/18/2012 Division: County Administrator Bulk Item: Yes X No — Department: Social Services Staff Contact Person: 4 AGENDA ITEM WORDING: Request Approval of Vendor Agreement between Monroe County Social Services and Keys Energy Services. ITEM BACKGROUND: The Department of Economic Opportunity administers the federal funded sub grant agreement LUMAP, Low Income Energy Assistance Program. This grant allows Monroe County Social Services to provide financial assistance to low income residents in order to assist them with paying past due energy bills. Attachment A, "Scope of Work" Section D, Energy Vendor Relations of the LIIIEAP contract requires the recipient, Monroe County, to maintain written agreements with home energy suppliers. PREVIOUS RELEVANT BOCC ACTION: Prior approval granted on 2/15/12 for the Low Income Home Energy Assistance Program (LIHEAP) Contract [Number 12EA- OF- 11 -54 -01 -019 between the Department of Economic Opportunity and Monroe County Board of County Commissioners, item# C9. CONTRACT /AGREETNIENT CHANGES: n/a STAFF RECOMMENDATIONS: Approval TOTAL COST: $84,623.00 COST TO COUNTY: $0 (no match required) BUDGETED: Yes X No SOURCE OF FUNDS: DEO -Grant funds REVENUE PRODUCING: Yes _ No X AMOUNT PER: MONTH YEAR: APPROVED BY: County Atty. OMB/Pr hasing _ Risk Management DOCUMENTATION: Included X Not Required To Follow DISPOSITION: AGENDA ITEM # Revised 8/06 MONROE COUNTY BOARD OF COUNTY CONINIISSIONERS CONTRACT SUMMARY Contract with: Keys Energy Services Contract: Effective Date: 4 -01 -2012 Expiration Date: 3 -31 -14 Contract Purpose /Description: Approval of Vendor Agreement with Keys Energy Services (KES) to meet the grant agreement Low Income Home Energy Assistance Program Federally funded Subgrant Agreement Number 12EA- OF- 11 -54 -01 -019 contractual requirements and for the provision of funds to pay electric bills for low income Monroe County residents. Contract Manager: Sheryl Graham 4592 Social Services/Stop (Name) ^ (Ext.) (Department/Stop 4) For BOCC meeting on 4/18/2012 Agenda Deadline: 4/3/2012 CONTRACT COSTS Total Dollar Value of Contract: approx. $84,623.00 Budgeted? Yes X No Account Codes: County Match: -0- Additional Match: n/a Total Match $0 Estimated Ongoing Costs: $ yr For: (Not included in dollar value above) (e.g. ' Current Year Portion: $ 125_- _6153512- 530430,530431 ADDITIONAL COSTS ONIB Form Revised 2J27101 MCP 1#2 CONTRACT REVIEW D, ye Ifs Division Director L�� Changes Date Out ed evie er Ye No Risk Management Yes No O.M.B./PuVasing County Attorney C SI 1 Yes �1 Yes v I / t I Comments: ONIB Form Revised 2J27101 MCP 1#2 MONROE COUNTY BOARD Of COUNTY COMMISSIONERS SOCIAL SERVICES LOW INCOME HOME ENERGY ASSISTANCE PROGRAM (LIHEAP) VENDOR PAYMENT AGREEMENT FOR THE LOW INCOME HOME ENERGY ASSISTANCE PROGRAM THIS AGREEMENT is made and entered into this day of . 2012, by and between Monroe County, hereinafter referred to as ( "County") a political subdivision of the State of Florida whose address is 1100 Simonton Street, Key West Florida, 33040 on behalf of its Social Services Department, and Florida Keys Energy Services (KES), whose address is 1001 James Street Key West, Florida, hereinafter referred to as ( "Vendor"). WHEREAS, County has entered into a low- income home energy assistance program (LIHEAP) federally funded sub grant agreement with the State of Florida, Department of Economic Opportunity (DEO), ( "LIHEAP Agreement"); and WHEREAS, the LIHEAP administered by Monroe County Board of County Commissioners, Social Services Department, provides funding to assist low income County Residents ( "consumers ") with payment of their energy costs; and WHEREAS, Vendor provides energy to low income consumers; and WHEREAS, County agrees to pay Vendor funds from LIHEAP to assist low income consumers with payment of their energy bills; and WHEREAS, Vendor agrees to accept the funds from LIHEAP to assist low income consumers with payment of their energy bills; NOW, THEREFORE, In consideration of the covenants and conditions herein and for other good and valuable consideration, each to the other, receipt of which is hereby acknowledged by all parties, County and Vendor hereby agree as follows: Vendor's Responsibilities and Duties. The Vendor agrees to: 1) Accept the LIHEAP funds from County's LIHEAP office as either full or partial payment of energy bills for eligible low income consumers. 2) Charge eligible low income consumers, through Vendor's normal billing process, the actual unpaid difference between the vendor payments made through the program and the actual remaining unpaid cost of the home energy. 3) Eligible consumers receiving assistance under this program will not be treated adversely because of receipt of this assistance. 4) Eligible consumers, on whose behalf a vendor payment is received, either in cost of goods supplied or in the services provided, will not be discriminated against. 5) Adhere to and abide by the rules, regulations and guidelines of the LIHEAP program. 6) Notify County's LIHEAP office of any County payments not received by Vendor, for whatever reason, after the thirty (30) day notice of intent to pay has expired and furnish a copy of the payment guarantee. 7) Agree to not terminate services after notification from Monroe County Social Services that payment of an eligible recipient's utility bill will be made from LIHEAP funds. County Responsibilities and Duties. The County agrees to: 1) Determine the eligibility of energy customers to participate in the LIHEAP program. 2) Provide LIHEAP funds to either partially or fully satisfy payment of energy bills for eligible low income consumers. 3) Render payments to Vendor within thirty (30) days of County providing Vendor with notice of intent to pay. Payment to Vendor shall be made to: Name: Keys Energy Services Address: 1001 James Street PO Box: City /state/ zip: Key West, Florida 33040 4) Provide Vendor with a resolution of guaranteed payments within five (5) working days of notification from Vendor of any payments not received within the thirty (30) day notice of intent to pay. 5) Provide Vendor with the rules, regulations and guidelines of the LIHEAP program, and specifically those outlined in the LIHEAP sub grant agreement, between Monroe County Board of County Commissioners and The State of Florida, Department of Economic Opportunity (DEO). 6) Agree to pay only energy related elements of an eligible recipient's utility bill. In no instance may water, sewerage or other non - energy related charges be paid expect if required by the vendor to meet the requirements of resolving the crisis. Any additional charges of this nature are the responsibility of the client. When the benefit paid by the Monroe County Social Services on behalf of the eligible recipient does not pay the complete charges owed, the eligible recipient will be solely responsible for the remaining balance. Terms of Agreement: The term of this Agreement shall be for five (5) years beginning on April 18, 2012 and terminating on April 17, 2017. However, this Agreement can be terminated by either party at any time, with or without cause, upon no less than fifteen (15) days notice in writing to the other party. This Agreement may also be terminated by the County Administrator upon such notice as the County Administrator deems appropriate under the circumstances in the event the County Administrator determines that termination is necessary to protect the public health or safety. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and date first written above in four (4) counterparts, each of which shall, without proof or accounting for the other counterparts, be deemed an original agreement. (SEAL) Attest: DANNY L. KOLHAGE, CLERK By: Deputy Clerk Date: BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: Mayor /Chairperson VENDOR (SEAL) Attest /Witnesses By: Name Printed: By: Name Printed: 3/30/12 mskw PE ASSISTS Date MER ADC) q, KEYS ENERGY SERVICES By: Title: Telephone: Fax: this day of , 2012 EY ATTACHMENT Q WEATHERIZATION ASSISTANCE PROGRAM Monroe County Social Services is the current provider for Weatherization Assistance in Monroe County. Our current Working Agreement contract began in March 2010. The current allocation for Monroe County is $424,517.19 for ARRA funds. However, Monroe County Social Services will be awarded in the future with regular WAP funds and will continue to weatherize homes in Monroe County. The WAP agreement requires that at least 10% of weatherized dwellings are LIHEAP referral clients. We currently have met this goal and continue to receive referrals from our current LIHEAP clients. 61 ATTACHMENT R COPY OF THE MEMORANDUMS OF AGREEMENT BETWEEN MONROE COUNTY BOARD OF COUNTY COMMISSIONERS AND THE EMERGENCY HOME ENERGY ASSISTANCE FOR THE ELDERLY PROGRAM (EHEAP) PROVIDER. The following pages (63 -69) are copies of the Memorandums of Agreement (MOA) between the Monroe County Board of County Commissioners AND the Emergency Home Energy Assistance for the Elderly Program (EHEAP) Provider, the Alliance for Aging, Inc. Also included are three (3) EHEAP Intake Center Referral Agreements (one each for Upper, Middle and Lower Keys). 62 llemorandttm of .1urcement Beti een Emergency Home Ener fur the Elderly Program (EHE.IEP) and LOW- Income Energy ,lssistance Program (L[HE.1P) I he undersigned providers of energy assistance programs agree to coordinate services for households contatnin3 a member of 60 years of age or older. This coordination w 11 prevent duplicate crisis assistance payments during the same heating and cooling seasons. Client records will be maintained by both agencies, which include the type of assistance requested, the date requested, the disposition of the application and if approved, the amount of payment to the vendor. A ll parties will work together to increase the quality of services provided to seniors in need of this service in ,%tonroe County. Signature of Authorizing Company Official for the EHEAEP Progranu7itle Alliance for .Aging, In&.' Signature of .Authonztng Company Official for the .Monroe County LIHEAP Program Title :.: arw 41, rm sit r ` Date l 1 10 GCo Date rC�iI CIF �I� rT_fl El NOME ENERGY ASSISTA, INTAKE Cc,yTER REFERRAL AGREEE ELY PROGRAW (EHEAEP) NT T) Ref erral .1,Yreefrert bath :,een th3 Alliance for q in Inc., P '3nrirg 3rd Ser,'Ca Area fr3 Area A t~•a in!3k3 Carter 1pS.>) 1 1 3rd „ gercY an Ag;ng (AAA) for shall Cegin cn the date the agreement has teen ;r red later. 71';9 referrl r�� v r .. arroCrrant 9 -_m_nt `3 in affect for a period of hire that is equ g Y bo th p3rt;as, a a ,,hicr'Y3 Percd .n the EHEAEP program. One development of a coordinated service deliver 9 to the Intake Canter's voluntary Purpose of this .agreement is to promote the p'urcose of this 3 ra ,r system to meet the energy needs of the aged Another g _ement ;s to enable eligible elderly participants to access the EHEAEP cotivenient manrer by going to the intake center nearest to their place o/ resi dence. Both to and svill !reat each participant with dignity and respect, program in a Parties agree 1. Objectives A. To maintain a climate Of cooperation and consultation with and between achieve maximum efficiency and effectiveness. B. To promote programs and activities designed to prevrnt elders and disabled adults. the prematur agencies, in order to C. To require the parties of this Agreement to provide technical assistance e in stitutlonalizatlon of other on matters pertaining to EHEAEP benefits an and consultation o each duplication may not occur, d share appropriate information so D. To establish an effective working relationship initial assessment and verification of need, and the f and oversight of the EHEAEP program, between the Intake Center responsible for the AAA that is responsible for management I1. Under this Agreement, the Intake Center agrees to the following; A. To accept referrals at large from any elderly energy emerQency crisis and in need of assistance individuals in the nror d 3 communit a• services) to the EHEAEP applicant. Y experiencing an To provide quality C• To obtain all documentation required under H energy crisis exists and that the applicant meets EA pertinent eligibility requirement guidelines in order t D. To maintain the EHEAEP 3pplicant's confidentialrt accordin , o establish that an quirement E• To ror,var rr,3on btain h ��g Y 9 ,o s2 CFR a31 C ;aro r ,var at 1 ail m a t fora d and any required docurre r 3 01, o G. r, rjirgt g irg �Ir-er L4eiolirg for nation 'O tF'q 'S 3r"1 t^ asa 3 cro,31 ari 31 9 --olio es and crcCedure4 7Utl.r9rj ors'�o - `'C.acP i. Urder r!-!3 agrearrernt, t..4 area Agency on aging agrees to t� ►ollo•,y, rig: -'iii 7 ? ! -� .-• _� t � r I`l. Tarrnlnatlon J .n ;;3 eser,t :?7;s 3gr?ement i3 '9r(T'ir3ted. ;`'3 In ,0 , rmir31g IS 'elivered, a plan .�r � (aR@ Carter 3 groes to submit ,, r.9rrUC � t ?d �r 31,;C?nrjod by ;r, !ermin3henllr??s orccedures ;a arsur ? C. S 3 t' r'3 rC; ':e Cf r!in 3 S ri; e t "fit !:3 A. rerrrriraticn 3t T' agreement may be terminated by an , ^once, ,Oltnout cause unless a le y part u pon no ;e4S Iran th; Said race shah be delivered by cer feed rn i s M Y both receipt requested, agreed upon b X301 calendar days cf deti`.ary, turn re parties, .n ,vnUng. equested, or n person �,vith proof B. Termiration for 9reach Unless a breach is �,aived by the area agency in � ' wait/ ithin the time spe by the area ag ency, g, or the parties, terminate the agreement upon no less the a t en ag ency (Z4) hours notice. Said notice may, by , vritten notice to the parties tail to cure the breach shall be delivered by certified mail, return receipt requested, or in Person with proof of delivery. In witness whereof, the parties have caused this 2 page agreement to be executed b officials as duty authorized. y their undersigned Area Agency on Aging Ornt r am* b i Intake Center f grater• Oi nt ram* 1100 SSmonton Street, Ke t� F(, J3040 _0 � J z.A'0- E 3 r r ry l'-- ,� \�'i -�kk-r m �� A- EVERGENcy HO'.tE ENERGY ASSI^ ' ' INTAKE C`NrFTANCE FOR THE ELDERLY P, R ,REFERRAL AGREE',IE,yr ROGRA .1 (ENE.9Cp) ''"'S .�er?fr31 a,yr�3T nt `ens san 'he A1113 c3 e r nca for A in 3nr rq and Seri A9 :t'3 Irt3ke Carta a t S.�) 11 3rd•, In :h3 area ter. Tf re o rr shall X39; i 3n r1 ,((e t d tie agreement ha3 Ceen 1 1 s f_r. a agreerren nr0l,rrent OarCd n L ^e EHE,�Ep r . O Jr 3 Fer Od rJf hrr4 that is es fir °d by �Oth Cartes .`.r Goa o 3 Hrrent of a 3 curd►n3te pr ogram . p 4ual to the Intk ner s ` oluntar, ,��,, O � pur d Sery ce de!,ver/ system to ,.re °f th!s agree e Ca to pur . of :his agreement ;s !o , et the finer promote the Convenient 'r3rrer nab a engib,e elderl gY needs of :he a b1 going to t ~a intake c Y carlc to access the EH another to and :viii treat each partrcipant With di nit :enter nearest to their 1 EHEAEP crc r3 9 y and respect. Face of residence, Both g rn in a . parties agree I. Objectives A. TO maintain achieve a climate of cooperation and consultation with and b maximum efficiency and effectiveness. B prevent the premature insti tutionalization of . To promote programs and activities designed to between agencies, in order to elders and disabled adults. g C. TO require the parties of this Agreement to provide technical assist other o o matters once and consultation to each pertaining to EHEAEP benefits and duplication may not occur. an e �. To establish ffective `NOrkin share appropriate in formation so i nitial a and verification relationship between th Of and oversight of the EHEAEP program. ' and the a Intake Center responsible for the y AAA that is responsible for management It. Under this Agreement, the Intake Center agrees to the follawln . 9• A. TO accept referrals at larg from any elder) in energy emergency crisis and in need of assist nce To provide quality sery in the com 8• ices) to the EHEAEP a m u n ity experiencing an C• To obtain all documentation rg ap plicant. are1gy crisis exis uired under EHEAEP C• To maintain tt`e sts and that the applicant meets all ert 9 Q delines in order EHEAEP applicant's confidentiality p n t to bilit re o establish that an E. To fcr.vard 311 , nformatron r r d and an y Qccord;n r Y Qu�r°m'nts. CJOMir � _b,aina q .0 42 CF,Q •23 1 G. i 7 3Ch°rer.Jt al lnr� ,.m � A��irg Eder Hoicilin fJ �C3S d jOCUITent3hon 701. �a c r - S and 'ra .'•J:i� a9 .3rd JCedUo?g) ]�j ��' ag7p Agr err grit, t. ^9 Sr93 A qer. , V Jn Ding agrees to .•h f 9 JIIO:vin �. 3. '' L I'J. Tarrnination 1 ' n !re jilt it'ii 39reerrert 3 t?rmr.3(ed ,r , O !ernl,r3!i 3 :?II'.3r?d ',',i1 4 r` 3Ke C,)r!gf �yrgo3 CO SUbmi ir�!err(.C!_d ;,r s�sojnded by `'a ,'9fmir` f erh('�g ArOCedUrj3 ,'C ar'SUf? San 3t tt`? IIT? _� Of , ��r^t 3,.vn C_3 ,0 :CrSUm ers :,,q I Jt :-3 A. r at 1 , 1 /;11 rt•''s 3r+r�o _.,rent may ca !erminated oy 3n y ^otrce, : cause, - inless a 'esser timeig mutually ro less than !hirr ( 3 0) c3 , Said notice shall be delivere b Y agreed upon by both . 11 days Of deliver/ y cartif'ed mail, return receipt requested or in p ers ro .v proof ©. ra for Breach proof Unless a breach is waived by the area agency in writin or the parties fail to cure the breach p the time specified by the area agency, the area agency may, b pa terminate the agreement upon no less than twenty- shall be delivered by certified mail, return receipt req uested, or in Y written notice to the y' (24) h ours notice. Said notice person �roith proof of delivery. In witness whereof, the parties have caused this 2 page agreement to be executed officials as duly authorized. by their undersigned Area Agency on Aging ._ bqn Stu to i w ram• i;0 its Intake Center uqn •rur• oAnf nam• _�/ �. / CJ �. � - � r L 13050 jai• N E',IERGENCY HO1401E ENERGY AS SIS I TANCE `�T.4KE CENTER AE CRRAL HE EIOERLY P, 40GRA,.1 (ENE.�Ep) AGRt E.,t EN T r" . g Pof, P ; 3rn'rg ar'd ? ° r C3 a�o F,t•''gan tt'g A I)I 3 n ` ca f 't Irma. <3 C3ntgr a 1P 1 13r.d,. ^ or A In In 'I•e ,a 3ter Ti-, ;glefr3l 3r3,1 Ce 1 311 :t"-3 date 0- -3 3greem -h y- r�y .� y;n9 (•a. -�,.�) r� qr- ement:s .n affec ent hag ..een S o, t ') - 3rro;im?nt ;-ar'cd n tr,3 Ct fQr 3 CL 01 tim3 (hat ,g , , D y (h Gart '94 'ays!c men EHEAEP Grogram Ong p of thigal ,o ,h3 intake Center , r ; F t of a Coordinated servie pur po se s "oluntary purpose of ;his 3greerrent i service deliver to enable eli e a e1dsem to me agreement com�enient manner b g st the energy reeds of is to pro ti .,, 9 to the intake center re y participants to access th B am !rl r to and •,vill treat each participant �,v'th dignity Greet to their � EH EAEP ^ 9 y and res pace of residence. Both awes a :n 3 respect. Parties agree I. Objectives, A. To maintain a climate of cooperation and consultation with an d between agencies, in order to achieve maximum efficiency and effectiveness, 9. To promote programs and activities designed to prevent the elders and disabled adults. C. To require the parties of this Agreement to provide technical ass istance in stl tutionalization of other °n matters duplication may not Occurn To e an of /ective fng to EHEAEP benefits and s� P stance and consultation to each �• , P betw share appro riate inf ormation so working relationship f initial assessment and verification of need een the Intake and oversight of the EHEAEP Program. and the �A that Is responsible Center responsible for the " for management II. Under this Agreement, the Intake Center agrees to the follow Ing; A. To accept ref,3"319 at large from an elderly individuals energy emerges in the 9• P q cy crisis and in need of assistance. COmmunit To provide quality to the EHEAEP Y exP C ro obtain eriercirg an in ail iocumentation require -3PPticant. ?sergy crisis exists and that the d under EHEA O T) - raintain tr e - e 3PPlicant meets all er 9u'delmgs �n order to esrablish that 3n E aoohcant's confidentiality ertine E To for,vard III -f ormation y 3ccord, eligibility rg n quirements, C�cr;in, 3t. ^q a :b!a,red and 3ry o '� to 12 CF4 1.31 :O1 3tcr �T - Ig EI,j3, H - Dl in'4 ro �u3Sa 300/rJ`/31o�r�tfOn ^; 3rd _ C?d' -j r-?s -5Sr� � • ^�'�r tF' ; ' °- r►'�rt � ^•3 .1r�3 ,.��3n_� Jn .1 i, i I'!• T- :rrn lnali :ti 3 3 fJ t?LTf^ yrgarr.,r!t 3 ' Vrr: rVed � ► 3,4 ,, °l ,rvd 3 ^� r n 3.k3 C,r', r 3n ,.. ^i ^h 3gr_gg Jr Suwp3nded b rth , � 'nt,('�S PrCCadureS � '�J �UdT�t, f�.T Y 4 ?rmr ^3fi;n. to rsur' S9r:r,� ' J ^ � f ca J( .�. rerrn�rahcn at'.' /.II y Tf^r; 3 rae rotica,gv1(houtnc use, u�,; rrr'in3!ed by ss a lesser tinny Party upon no less than thirty Said notice shall be deliver a ' mutual) / 00 it delivarl. er e % cern(ied mail, re 4 �ed upon b ) part , 3r d b Y 3 ra y both fun receipt requested, partieg ,n wri days tirg. B• Termination for Breach or ill Person ',V,th r P oo! Unless a breach is ',valved b h vithln the time specified b y the area agency in 'writir g• or the parties Parties, terminate the agreement area agency, the area fail to shall be delivered b P on no less than h�ent a genc y cure the br y certified mail, return recei Y our maY' by wr itte n l to c notice r the Pt requested, (Z4) hours notice. Said notice or in person with proof of delivery . In witness whereo /, the parties have caused this 2 officials as duly authorized. Page agreement to be executed by their undersigned Area Agency on Aging Crinl r.mg -� zLd I .. . `I' C ^a.L ••��nn.�r�r c_ Intake Center +pnlru 7rinf yarn• ._ . U or . r ntatLan Key, FT- 33070 )c �G an tJ 1 _ 'ir741t � f�i ATTACHMENT S OUTREACH OFFICES The following Outreach Offices provide LIHEAP services: Lower Keys The Historic Gato Cigar Factory 1100 Simonton Street, Suite 1 -200 Key West, Florida 33040 305- 292 -4408 (phone) 305- 295 -4376 (fax) County Served: Monroe County Current staff: 2 Full time Case Managers, Administrative Assistant Case Manager Supervisor, Grants Coordinator and Social Services Director Office hours: Monday through Friday, Sam to 5pm. Middle Keys Marathon Government Annex 49063 rd Street Ocean, Suite 190 Marathon, Florida 33050 305- 289 -6016 (phone) 305- 289 -6317 (fax) County Served: Monroe County Current staff. Staff Assistant/intake specialist and Case Manager Office hours: Monday through Friday, 8am to 5pm. Upper Keys Plantation Key Government Center 88770 Overseas Highway, Suite #I Tavernier, Florida 33070 305- 852 -7125 (phone) 305 -852 -7159 (fax) County Served: Monroe County Current staff. Staff Assistant/intake specialist and Case Manager Office hours: Monday through Friday, 8am to 5pm. 70 U) U N U) (0 �U O U) c O U (2) O c 0 ATTACHMENT T WRITTEN COST ALLOCATION PLAN Attached please find Monroe County Social Services Written Cost Allocation Plan for the administering of the Low Income Home Energy Assistance Program (LIHEAP). 71 iVonroe County Social Services Written Allocation Plan Below is a detailed explanation of Monroe County Social Services Cost Allocation Plan for the LIHEAP Contract Year 2013 -2014. Administrative Expenses: (Salaries and fringe benefits) These expenses consist of salaries of the Social Services Director and Sr. Grants Coordinator. The budgeted allocations are based on an employee's Personnel Action Form (PAF) which specifies the percentage of time each employee spends performing the work of a particular grant or program. Each employee also completes a "Personal Activity Sheet" each week which reflects the number of hours the employee dedicates to different programs. The Director and Grants Coordinator are not 100% dedicated to LIHEAP, but spread across different grants and revenue funds. These percentages allocated to LIHEAP were developed utilizing a cost analysis, historical data, recurring Unit Cost Methodologies and taking into account program requirements. Salary expenses which includes fringe benefits total: $14,453.00 Other Administrative Expenses: (travel, training conference, phone, postage, printing, Xerox, Maintenance agreement for LIHEAP database software and office supplies). These expenses are based on prior actual historical cost of the items utilized to run the program efficiently. Other Administrative Expenses total; $5,547.00 Total Administrative Expenses: $ 20,000.00 Outreach Expenses: (Salaries and fringe benefits) These expenses consist of salaries for a full time Case Manager spending 25% of their time performing outreach, intake and eligibility determination. The Case Manager is a full time employee with full benefits. The other 75% of their time is dedicated to Welfare and paid out of the General Revenue Fund. Salary expenses for case manager total: $15,662.00 72 Other outreach expenses consist of two staff assistant /intake specialist in two separate outreach offices. These individuals work 40 hours per week with full Benefits, but only expend 20% of their time performing LIHEAP outreach duties. These duties would include setting up appointments, intake, applications and referrals. These budgeted allocations are also based on an employee's Personnel Action Form (PAF) which specifies the percentage of time each employee spends performing the work of a particular grant or program. Each employee also completes a "Personal Activity Sheet" each week which reflects the number of hours the employee dedicates to different programs. The Staff Assistants are not 100% dedicated to LIHEAP and work the remaining 80% under the General Revenue Funds in the department of Welfare. These percentages were developed utilizing a cost analysis, historical data, recurring Unit Cost Methodologies and taking into account program requirements. Outreach salary expenses for 2 staff assistant/intake specialist total: $15,872.00. Additional outreach expenses consist of travel performed by the case manager and staff assistants for needed home visits for eligible clients. Travel expenses for 1 person to attend the annual FACA training conference for ongoing LIHEAP training. Also included are miscellaneous expenses consisting of consumable office supplies and materials. Total Outreach expenses: $33,823.00 Other indirect expenses such as office space, Financial Audits, vehicle maintenance and fuel for vehicles are donated/in kind items that are provided via General Revenue Funds. Implementation, oversight and periodic quarterly review of allocation plan are completed by the Sr. Grants Coordinator, the Social Services Director and further internal auditing by our Clerk of the Courts Fiscal department. 73 ATTACHMENT U CENTRAL CONTRACTOR REGISTRATION The following pages (75 -81) contain the print screen of the CCR Registration for Monroe County Board of County Commissioners. 74 Wilkes -Kim From: Graham -Sheryl Sent: Friday, January 27, 2012 3:47 PM To: Wilkes -Kim Subject: FW: Emailing: CCR Registration and DUNS Sheryl Graham, Director Monroe County Social Services 1100 Simonton Street 2 -257 Key West, FL 33040 305.292.4510 (Office) 305.295.4359 (Fax) graham- slteryl @monroecounty- fl.gov HELP US HELP YOU! Please take a moment to complete our Customer Satisfaction Survey: http• i /nwnroecotl.virtualtownhall.net /Pales /MonroeCoFL WebDocs /css Your feedback is important to us! Please note: Florida has a very broad public records law. Most written communications to or from the County regarding County business are public record. available to the public and media upon request. Your a -mail communication may be subject to public disclosure. CCR Home CCR Search Federal Agency Registration News Release Notes Request Data Access Ilelp New Reoistration Manage Registrations Edit t!ser Information Change Passkwrd Log Out CCR Registration Not to be used as certifications and representations. See 0RC'A for official certification. Send To Printer P;-• r K From: Tennyson -Lisa Sent: Monday, September 19, 20112:52 PM To: Graham -Sheryl Subject: Emailing: CCR Registration and DUNS Registration Status: DUNS: DUNS PLUS4: CAGE/NCAGE: Legal Business Name: Doing Business As (DBA): TIN /EIN: SSN: Division Name: Division Number: Company URL: Physical Street Address 1: Physical Street Address 2: Physical City: Physical State: Physical Foreign Province: Physical Zip /Postal Code: Physical Country: Mailing Name: Mailing Street Address 1: Mailing Street Address 2: Mailing City: Mailing State: Mailing Foreign Province: Mailing Zip /Postal Code: Mailing Country: Business Start Date: Delinquent Federal Debt: Fiscal Year End Date: Number of Employees for This Location: Number of Employees for All Affiliates: Annual Receipts for This Location: Annual Receipts for All Affiliates: Company Security Level: Highest Employee Security Level: ;fictive in CCR; Registration valid until 04/20/2012. 073876757 3C1Z4 COUNTY OF MONROE 596000749 DIVISION OF FINANCE AND BUDGET http: / /www.monroecounty- tl.guv 1100 SIMONTON ST RM 2 -205 KEY WEST FL 33040 -3110 USA MONROE, COUNTY OF 1100 SIMONTON STREET ROOM 2 -205 KEY WEST FL 3 3040-3110 USA 07/02/1823 No 09/30 390 390 $225.887.665 `5225,887.665 qt p DUN & BRADSTREET LINKAGE This information comes from Dun & Bradstreet and is not editable by CCR users. You may contact D &B Customer Service at 1 -866- 705 -5711 (U.S. only) or �- (US and International) to verify your company name, physical address, or parent information in their system. DUNS: Linkage Info Date: 073876757 04/27/2011 Headquarters Parent POC DUNS: 073876757 Name: COUNTY OF MONROE 1100 SIMONTON ST RM 2- Address: 205 City: KEY WEST State: FL Zip /Postal Code: 33040 -3110 Country: USA Phone: Domestic Ultimate POC DUNS: 073876757 Name: COUNTY OF MONROE 1100 SIMONTON ST RM 2- Address: 205 City: KEY WEST State: FL Foreign Province: Zip /Postal Code: 33040 -3110 Country: USA CORPORATE INFORMATION Type of Organization Global Ultimate POC DUNS: Name: Address: City: State: Zip /Postal Code Country: U.S. Government Entity Business Types /Grants 12 - U.S. Local Government VW - Contracts and Grants TR - Airport Authority KM - Planning: Commission 073876757 COUNTY OF MONROE 1100 SIMONTON ST RM 2- 205 KEY WEST FL 33040 -3110 USA 3� TW -Transit Authority C7 - County 8B - I lousing Authorities Public /'Tribal DISAS "TER RESPONSE INFORMATION Bonding Levels Construction Bonding Level, Per Contract (dollars): Construction Bonding Level, Aggregate (dollars): Service Bonding Level, Per Contract (dollars): Service Bonding Level, Aggregate (dollars): Geographic Areas Served No geographic areas specified GOODS / SERVICES North American Industry Classification System (NAILS) 921 110 - Executive Offices 921120 - Legislative Bodies 921130 - Public Finance Activities 921140 - Executive and Legislative Offices, Combined 921190 - Other General Government Support Product Service Codes (PSC) Federal Supply Classification (FSC) SMALL BUSINESS TYPES SDB, 8A and HubZone certifications come from the Small Business Administration and are not editable by CCR vendors. Business Types Expiration Date North American Industry Classification System (Nf \ICS) The small business size status is derived trom the receipts, number of employees, assets, harrels of oil. and!or megawatt hours entered by the vendor during; the registration process. NAILS Snrill Business I:mer� Small Code Description Business �tg 921110 ExeCUtiye Offices No No 921120 Legislative Bodies No No 921130 Public Finance Activities No No 921140 Executive and Legislative Offices, Combined No No 921190 Other General Government Support No No FINANCIAL INFORMATION Electronic Funds Transfer (EFT) Financial Institution: FIB BANK OF THE KEYS ABA Routing 067009280 Number: Account Number: 60803208418 Account Type: Checking Lockbox Number: Authorization Date: 04/21/2011 Remittance Information MONROE COUNTY Name: FINANCE DEPARTMENT Address Line 1: 500 WHITEHEAD STREET Address Line 2: City: KEY WEST State: FL Foreign Province: Zip /Postal Code: 33040 -6581 Country: USA Automated Clearing House (ACH) U.S. Phone: 305- 292 -4444 Non -U.S. Phone: Fax: Email Address: eservice(t3t tibbank.com Accounts Receivable POC Name: Email Address: U.S. Phone: Non -U.S. Phone: Fax: CHERYL MORGAN emorgan a monroe- clerk.com 305- 295 -3649 305- 295 -3660 Accepts credit cards as a method of payment: No CCR POINTS OF CONTACT CCR Primary POC (Registrant Name) Name: LISA TENNYSON Email Address: tennyson- lisa(rr monroecounty- tl. aov U.S. Phone: 305 - 292 -4444 Non -U.S. Phone: Fax: 305- 292 -4515 CCR Alternate POC Name: TINA BOAN Email Address: boan- tina!u.;monroecounty- 11.gov U.S. Phone: 305- 292 -4472 Non -U.S. Phone: Fax: Government Business Primary POC Name: LISA TENNYSON Government Business Alternate POC Name: TINA I30AN i Email Address: tennyson- 11sa,(� monroecounty- Email Address: �_ boan -tiny ii monroecount} tl. "ov Name: tl.gov Email Address: tennyson- lisa(u�monroecounty- Address Line l: 1100 SIMONTON ST. Address Line 1: 1100 SIMONTON ST. Address Line 2: ROOM 2 -210 Address Line 2: ROOM 2 -210 City: KEY WEST City: KEY WEST State: FL State: FL Foreign Province: KEY WEST Foreign Province: FL Zip /Postal Code: 33040 -3110 Zip /Postal Code: 33040 -3110 Country: USA Country: USA U.S. Phone: 305- 292 -4444 U.S. Phone: 305- 292 -4472 Non -U.S. Phone: USA Non -U.S. Phone: 305 - 292 -4444 Fax: 305- 292 -4515 Fax: 305- 292 -4515 Past Performance Primary POC Name: Email Address: Address Line l: Address Line 2: City: State: Foreign Province: Zip /Postal Code: Country: U.S. Phone: Non -U.S. Phone: Fax: Past Performance Alternate POC Name: Email Address: Address Line 1: Address Line 2: City: State: Foreign Province: Zip /Postal Code: Country: U.S. Phone: Non -U.S. Phone: Fax: Electronic Business Primary POC Electronic Business Alternate POC Name: LISA TENNYSON Name: TINA BOAN Email Address: tennyson- lisa(u�monroecounty- Email Address: boan -tina c monroecounty- tl.gov tl.gov Address Line 1: 1100 SIMONTON STREET Address Line 1: 1100 SIMONTON STREET Address Line 2: ROOM 2 -210 Address Line 2: ROOM 2 -210 City: KEY WEST City: KEY WEST State: FL State: FL Foreign Province: Foreign Province: Zip /Postal Code: 33040 -3110 Lip /Postal Code: 33040-3110 Country: USA Country: USA U.S. Phone: 305 - 292 -4444 U.S. Phone: 305 - 292 - =4472 Non -U.S. Phone: Non -U.S. Phone: Fax: 305- 292 -4515 Fax: 305 - 292 -4515 e Previous Business Name Name: Address Line l: Address Line 2: City: State: Foreign Province: Zip /Postal Code: Country: Corporate POC Name: Email Address: U.S. Phone: Non -U.S. Phone: Fax: EDI Value Added Network: Interchange ID (ISA) Qualifier: Interchange Sender ID (ISA) Qualifier: Functional Group (GS02) Identifier: EDI POC Name: Email Address: U.S. Phone: Non -U.S. Phone: Fax Government Parent Name: Address Line l: Address Line 2: City: State: Foreign Province: Zip /Postal Code: Country: Marketing Partner Identification Number(MPIN) MP[N: monroect I Receive Remittance Advice Notices (820's) through their VAN provider: - -- A CCR Version 4.l 1.1